We currently have a large number of Location Unknown entries for email records, which I am working to clean up. I will be creating external locations, which will not be enabled to log in to TRIM, but the access should still be limited. Any recommendations for the security that should be applied to these external person locations would be great. The initial thought was to use the "Inquiry User" category, and under "Access Controls", restrict "Can Modify Access" and "Can Delete" to "Trim Administrator".
I dont use Inquiry user as (by default) it can be a record owner , home, and assignee, none of which we want an external user to be
We have a custom user with no security level (as extenal people can't have a security level within our organistion) and just the "can be contact" permission. None of the users assigned this profile have a logon.
This allows them to be made a contact on records but nothing else.
If there are some external users you want as assignees then they will need to have a security level. You could have a custom user for each security level so an external person allowed to be the assignee of Unclassified records could have a profile of "ExtenalUserUnclasssified" which can be an assignee.
I use the preconfigured ones only for internal people that can login, everything else (like a business unit,position, physical or virtual storage location etc is a custom user using the profile of "something" so 1, information manager are the record keepers 2, information worker are selected power users that have some limited records management responsibilities (coordicators and staff at offices outside of central office who have to create files and do barcode scans etc) 3, end users are staff who create files or electronic records 4, inquiry users are staff who can login to search but dont have ceate records permissions The one exception is the preconfigured administrator account which is used only by the Trim service account for the workgroup servers. (sorry about the lack of formatting in this reply,using an ipad and it dosnt seem to be so friendly with the forums! spelling and grammer has always been a problem for me, can't blame technology)