How Permissions and Access Levels Affect Your Training Programs

Using an LMS as the Gatekeeper of Important Data

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How Permissions and Access Levels Affect Your Training Programs

We often hear people say that they’re an ‘open book.’ And, we also hear some company’s claim they abide by ‘open book’ policies. As a general rule, this means there is an air of transparency involved which can be a good thing. But, this doesn’t always work for everything…especially corporate training.

When it comes to corporate training, there are many factors (e.g. sensitive corporate information, client and employee data etc.) that come into play that require strict permissions so only the right people have access to data.

Nobody wants to get fined for personal data getting leaked or a competitor getting their hands on your private company info, like financials or an upcoming product launch.

There are many people involved in corporate training. And, this means that without some form of organization there could be content and courses dispersed everywhere – from desktop computers to personal phones, corporate portals to content management systems.

Here are a couple of things, when it comes to permissions, that can happen that are problematic…and this is just the tip of the iceberg.

A. The person who needs access to a certain piece of content simply can’t find it, and if they do find it they can’t access it. For example, let’s say someone created a new SOP but it needs to be updated. That person is on vacation, time is of the essence and nobody has the password to get on their computer. As a result, training is delayed and your company now faces potential fines and penalties for non-compliance.

B. Too many people have access to information. Let’s say you upload an important policy into your corporate portal. Ideally this should be made available to top executives only but the system won’t hide it from the rest of the company. As a result, someone who shouldn’t have access accidently deletes the document.

C. Course overload causes pandemonium. Not everybody needs the same training but it gets confusing and messy when you can’t limit the view for learners to just the courses they need. So you end up with people taking courses that aren’t necessary or missing courses that are required.

So, What Helps with User Management?

1. Centralized Courses and Content Management. No matter if you’re an employee or administrator, you have to be able to find the course or content needed. This will increase efficiency so you’re always working from the right document, no matter the person who has access to it 

2. Flexible Permissions and User Roles. This makes it possible for the right person to get the info they need at all times. That could mean an employee, administrator, team leader, instructor, manager etc

3. Active Directory and Authentication. Utilizing active directory and authorization will ensure optimal security of your most private information

4. Easy and Intuitive UI and UX. All roles within your company should be able to quickly and easily find what they need to do their job – taking a course, creating a course, pulling a report…

The Selection Process

An LMS will solve many of the issues pertaining to permissions and access levels for corporate training.

Every business is unique so it’s imperative to go into the LMS selection process armed with information. That way any potential vendor can address your unique needs so that you can better assess what they can and can’t do for you.

Like we’ve mentioned in previous blogs, writing a list of use cases will go a long way. What is needed by one company could be completely different than yours.

• Do you have multiple business units that need to create their own training separate to the company-wide LMS?
• Do multiple people within your organization need to pull reports?
• Do you need to assign training to not only certain job roles or business units but also regions?
• Do you have a large extended enterprise that need to take training?

These are just some of the various scenarios that must be considered.

Don’t forget IT considerations as well. Just because an LMS can address your permission needs doesn’t mean it will be easy. Customization may be required and that can cost extra. Be sure to ask what is involved beforehand.

LMS permissions and access are important to consider during the selection process. Because, at the end of the day, when you can dial into what your business needs you’ll benefit from processes that will keep your information safe, ensure your employees are taking the right courses and there is structure to your training programs.

ShareKnowledge is unique in that it is a fully integrated SharePoint LMS and Content Management System. Our customers appreciate the flexibility we provide for access and permissions and your IT also will love that customization is easy because our LMS is part of your existing infrastructure. If you would like more information about how ShareKnowledge can solve your training needs, please click the 'contact us' button to the right and fill out the form.

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