Address book management and protection in companies

Address books are used to store contacts of all kinds, making them one of the most valuable records of most companies. Therefore, they need to be given appropriate attention and security

• Company address book security
  • Key tools for address book protection
  • Write protection and data changes
  • Field protection in the registry
  • Good data coherence requires strong protection
  • Addressbook on mobile
  • Using directories and GDPR
  • Setting up sharing to a device or external application
• Good to know
  • Customer Groups

Company address book security

For most companies, customers and often suppliers are the key know-how. Customer overview is what competition usually costs the most. This must be matched by address book protection.

Key tools for address book protection

Addressbook security must combine good usability on one hand and protection on the other. What is the protection based on:

• Ordinary workers do not have the ability to export data or print contacts
• Workers can be limited in how many contacts they can see at once, so it is not possible to take a group photo on a mobile phone
• The system supports a mode so that the worker can only get to the contact he or she is supposed to be working with and no other contact. Specifically, he or she can only access the contacts covered by the task for him or her.

Write protection and data changes

Also, irresponsible interference with directories is often a problem, when workers overwrite the data, e.g. out of carelessness. In AyMINE, you can precisely set who can use the data and who can edit it.
The editing right is normally also tied only to the task; only the record he or she is working with can be corrected by the user.

Field protection in the registry

There are separate rights for individual information in the system, so it is possible to precisely set what data can be seen by whom. For example, a marketing worker can work with the registry of contacts that have GPDR consent, but can see nothing but the email and date of the last message sent to the contact.

Good data coherence requires strong protection

For contacts in the address book, it is possible to display a lot of important information for both clients and suppliers (see more in contact). Linked data gives traders powerful tools to work with clients, but at the same time AyMINE also provides protection for linked data. Typically, the key account manager sees detailed information only about the clients it is in charge of. For other contacts, it sees only basic information

Addressbook on mobile

Address books can also be synchronised to mobile or other applications, such as MS Outook, Thunderbird, emClient, etc., using the Sabre module.
This allows you to use contacts immediately for emails or phone calls. At the same time, they can be shared with those who need them.

On the other hand, sharing also reduces data security, as other tools do not restrict further data processing and other applications, such as WhatsApp, also enter directories on mobile devices. Therefore, we do not recommend synchronising business contacts to mobile devices.

Using directories and GDPR

Address books comply with GDPR, in particular they support data protection, secure storage of information and recording of data processing methods.

Example: For a project, you create a address book for everyone who is working on the project. The address book serves everyone for the duration of the project, so they can make easy calls.

When someone stops working in the project, you remove their contact from the address book. At the same time, they stop synchronizing to everyone else's device, so you download the contact from the company log, as GDPR requires. However, you can keep a contact stored in another address book for a coworker.

When the project ends, you cancel the address book. It stops synchronizing to people's devices. This makes it easy to cancel all shared contacts.

Setting up sharing to a device or external application

Sharing data from the address book can be set up by workers who have the address book enabled for active work. Sharing is a form of individual access address for everyone. Workers have the option to share directories as individual directories or all together as one company address book.

In the user settings (Main Table > My Settings), the user has the option to set up the sharing and copy the connection addresses.

Good to know

Customer Groups

The address book breakdown of contacts is mainly used to manage access rights. One contact cannot be in multiple groups. The business breakdown of contacts is determined by customer groups. In the description of customer groups there is a more detailed description of the differences.