MAINSYSTEMS 
1. Core Concepts and Legal Context
In this video we will consolidate a skill: review functions and access after platform changes. Use the case to test what you would do in a similar situation. We will explain the proposed response step by step so that you can understand each choice and recognise when more information would be needed. The demonstrations in this course use a generic platform and fictional data. Field names depend on the chosen product. The aim is to understand which settings to look for and how to verify the result, keeping technical administration rights separate from access to case content.
Settings may become unsuitable after staffing changes, new integrations or product updates. Reviews must cover who has access, which actions they can perform and how actions are logged. Plan recovery and continuity tests with the technical team. Real cases need not be exposed to verify permissions and processes.
Apply the following rule: Retention must meet necessity and proportionality principles, GDPR requirements and procedural needs. The Act does not generally authorise indefinite retention of all attachments. Set reviews and document disputes that justify retention.
2. Practical Application and National Rule
List active accounts, compare them with current roles and remove unnecessary permissions. Test changes with fictional data and document results. Check that exports, notifications and support access remain restricted. Repeat affected tests after changes and retain the approved configuration. A review without an owner or evidence is difficult to monitor. Before moving on, turn this procedure into a sequence you could explain to a colleague. Identify the first check, the action that depends on its outcome and the record that allows the decision to be reconstructed. Follow the sequence on screen and identify the point where an error would change the result.
A former channel manager moves departments but retains case access. The review identifies the account and removes powers associated with the previous role. The team confirms the block while preserving historical records of legitimate actions performed during the appointment. Now read the case carefully. Separate established facts from information you would still need to confirm. Do not add motives or events that have not been described. This distinction matters when choosing a response proportionate to the information available.
3. Case Study and Key Decision Points
The exercise is as follows: Does revoking someone's access require deleting the history of their actions? Choose an answer and write one sentence explaining it. During the pause, compare your choice with the criteria we have just considered. Also think about the material you would retain to explain the decision later.
No. Future access and retention of historical records serve different purposes. Remove powers that are no longer needed while preserving relevant records under the rules applicable to the case.
One mistake to avoid is: leaving old accounts active to avoid reviewing permissions.
Now apply the national rule to a second decision. The system deletes every case five years after receipt, regardless of the country and any pending proceedings. Is that appropriate?
No. Identify the local rule, starting event and any limits or extensions. A uniform schedule may delete records too early or retain them too long. Document the decision by category, include copies and define who reviews a suspension of deletion, rather than keeping everything indefinitely.
Remember these three points. First: Review access after changes. Second: Use fictional data for tests. Third: Preserve relevant history.
To apply this learning, retrieve the procedure used in your organisation or consider how you would create it. Identify one difference between that procedure and the case we have just resolved. Write down the change you would propose and the information needed to justify it. You can complete this short task in the handout accompanying the video.
The expected outcome of this unit is the ability to review functions and access after platform changes. Review the explained answer whenever you are unsure and keep the summary to support a future decision.
In the worksheet, connect your proposal to this video's national rule. Identify the document or platform field that would need to change and who should approve the change. If you conclude that it is good practice, explain the risk you intend to reduce. If you conclude that there is a legal duty, record its source and scope.