Setting up the Archivist role

A user can only access all the archive features and configuration if they are assigned the Archivist role. Open the Users screen (ADMINISTRATION  Users  Users). Look up the user and click Edit user. On the Groups and roles tab, look up the _FFSMainArchivist group and check Is a member.

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The following operations are available to the Archivist role:

  • ARCHIVE_DELETE – destruction of archived entities outside a shredding procedure.

  • ARCHIVE_SHREDPROC_BASIC – running shredding procedure operations except destruction.

  • ARCHIVE_SHREDPROC_SHREDDING – destruction of objects within a shredding procedure.

A common user with archive access does not necessarily need all the three operations. Authorizations within an organization can be set up so that only a user appointed as the main archivist is authorized to shred documents. Only this user will be authorized to run the operations ARCHIVE_DELETE (to destroy archived entities outside a shredding procedure) and ARCHIVE_SHREDPROC_SHREDDING (to destroy objects in a shredding procedure). No other user will be able to run object destruction. Users with the operation permission ARCHIVE_SHREDPROC_BASIC can prepare the data and communicate with the archive.