Reviewing access to uploaded credential copies

Maintaining control over who accesses sensitive certificate files is important for privacy and compliance. Start by opening the permission settings for the folder or database table that stores the uploaded copies.

List the current user groups or individual accounts that have read access, and separate those that have write or edit rights. If any role outside the certification team (e.g., general HR, finance) has access, note it and consider revoking or limiting those permissions.

Test the access

Log in as a member of the identified group and attempt to open a sample certificate file. Verify that the file opens without error and that any edit or delete controls are either absent or disabled as expected.

Adjust permissions if needed

Remove or downgrade any unnecessary access levels. A common approach is to grant the certification team “Read” only, and give the compliance officer “Read” plus “Export” rights, while keeping the original uploaders as the sole editors.

Document the change

Save a screenshot or export of the permission matrix with a filename such as Credential_Access_Permissions_YYYY-MM-DD.pdf. Add a brief note stating which roles were modified and the effective date.

Worked example The certification folder previously allowed the entire operations team read access. After the audit, read access was restricted to the three certification coordinators, and the operations group’s permission was changed to “View only” without the ability to download. A test login by an operations staff member confirmed the file now prompts for authorization when attempting to download.

Artifact A permission‑matrix snapshot: rows for Certification Team, Compliance Officer, Operations Team; columns for Read, Download, Edit, Delete; checkmarks showing the new restrictions.

Exception If the organization uses a shared drive with inherited folder permissions, some users may retain access due to parent‑folder settings. In that case, adjust the parent‑folder settings or create a new sub‑folder with independent permissions and migrate the certificates there.

Related: Cert Expiry Tracker features.