Data Access Restriction

Access to data in OHI Enterprise Policy Administration needs to be restricted based on user authorizations for several reasons. These reasons include privacy (secret addresses) and user skill level. This document describes the features that are provided by the OHI Enterprise Policy Administration data access restriction solution.

Concepts

This section describes general aspects of data access restrictions.

Data access restrictions are based on the use of access restrictions. An access restriction can be specified for a record or item of information to restrict access to it. Access restrictions behave as 'security labels' that can be attached to records. For example:

• The person record of Bob could be labeled with the 'SECRET' access restriction.

• The person record of Jane could be labeled with the 'TOP_SECRET' access restriction.

• The person record of John could have no access restriction specified.

When an access restriction is specified for a record or other information item, that record or information item is said to be restricted. So if records had access restrictions as indicated above, both Bob and Jane would be restricted while John would be unrestricted.

Access labels are implemented as access restrictions of a certain type. For example, for person records, access restrictions of type 'Person details' are used.

See User Access Restriction Model in the common features guide for a complete description of access restrictions and possible types.

A user can only access a restricted item when he has been granted access to the access restriction (via a role). For example, if only the 'SECRET' access restriction has been granted to user Philip, he can access the person record of Bob and John whereas he cannot access the person record of Jane.

The following diagram provides an overview of the end-to-end chain that gives a user access to a record of an OHI Enterprise Policy Administration entity that is protected with an access restriction.

This diagram is not a data model, but an example of the relations between types of records and objects.

The diagram shows the following:

• The person record of Bob has access restriction SECRET attached. This means that this record is only accessible for users that have been granted access to this access restriction.

• Access restriction SECRET is granted to access role SECRET_ROLE.

• Access Role SECRET_ROLE is granted to user Philip, so Philip has access to records labeled with access restriction SECRET and thus can access the person record of Bob. Because only the Read? indicator is checked, Philip cannot change or remove the person record of Bob.

Related Entities

Records in OHI Enterprise Policy Administration can be related to multiple detail records. For example: a person has attributes, but also has multiple addresses. In such a situation, the restrictions of the parent record cascade to the detail records; this also holds true for dynamic records: they behave as a child table. So when person Bob has access restriction 'SECRET', the restriction also applies to Bob’s addresses.

For each entity (record type) for which data access restriction is implemented, the restriction also applies to the related entities of that entity. Per restricted entity, the related entities are fixed. See the description of each restriction for its specific related entities.

Protected Items

Access restrictions can also be used to specify access to some groups of items (e.g. several specific attributes of a record). An example is Non-Address Contact Detail Restrictions.

Setup of Access restrictions

The type attribute of an access restriction defines where the access restriction can be used, i.e. which type of records can be labeled with that access restriction.

The type attribute has a fixed list of values for each place in OHI Enterprise Policy Administration where data access restriction is built in. See table below:

Type	Usage	Detailed in Section
Address contact detail	Restrict access to a person address.	Address Contact Details Restrictions
Attached data	Restrict the ability to modify attached policy data through ADF UI	Attached Data Restriction
Brand policy access	Restrict access to policies of a brand.	Brand Restriction
Data access group access	Restrict access to a group account configuration and/ or policies assigned to a data access group	Data Access Group Access
Date Paid To	Restrict the ability to modify the date paid to on the attached data	Date Paid To Restrictions
Dynamic Field Usage	Restrict access to dynamic field and record usages	Dynamic Field Usages
Function	Restrict access to a UI page.	Function Access Restriction ADF Function Access Restriction (JET)
HTTP IP	Restricts access to integration points and operations
HTTP API	Restricts access to generic api	For details refer to HTTP API Data Access Restrictions in the Integration Guide.
Identifier Type	Restrict access to Identifiers of a relation	Identifiers Type
Item	Restrict access to an item (field or button). Note: Individual items do not support access restriction by default. Access restriction on item level has to be added using UI customization.	N.a.
Non-address contact detail	Restrict access to non-address contact details of a person.	Non-Address Contact Detail Restrictions
Pend resolution	Restrict resolution of pend reasons	Pend Resolution
Person details	Restrict access to a person.	Person Details Restriction

For each restriction type, multiple access restrictions can be defined. It is not possible to define an access restriction that applies to multiple restriction types. So when the Address restriction type and the Person restriction type both should have an access restriction 'Secret', two different access restrictions need to be defined. See the following table for an example:

Restriction	Access Restriction Code
Address Contact Detail	ADSECRET
Person Details	PERSECRET
Person Details	VIP

Granting Access Restriction / CRUD Matrix

Access restrictions are assigned to roles using an access restriction grant. In an access restriction grant, Create, Retrieve, Update and Delete (CRUD) indicators can be set. The CRUD indicators in general have the following meaning:

• ©reate - Records protected by the access restriction can be created by the users with the role. In addition, existing records can have the access restriction applied to them by the users with the role.

• ®etrieve or Read - Records protected by the access restriction can be seen by users with the role.

• (U)pdate - Records protected by the access restriction can be updated by the users with the role.

• (D)elete - Records protected by the access restriction can be deleted by the users with the role.

Granting of create, update and / or delete rights without retrieve rights is not allowed. If none of the CRUD rights are selected, the grant on this Access Restriction is effectively disabled.

The record to which the access restriction is directly linked is not always part of the records protected by the access restriction. In particular in setup pages, users with the right to create or update records in that page will also have the right to link an access restriction, without explicit CRUD grants on that access restriction. For operational data like Persons and Addresses, stricter rules apply.

The following table (the "CRUD Matrix") lists per access restriction type what the CRUD indicators mean, for several types it deviates from or extends the general meaning:

Type \ CRUD indicator	Create grant on access restriction	Retrieve/read grant on access restriction	Update grant on access restriction	Delete grant on access restriction
Address contact detail NOTE: only applies to Addresses of Persons, not of Organizations	may link an access restriction of this type to an Address	can query Addresses with this access restriction and no concealing of Addresses with this access restriction in the New Policy page, View and Edit Policy page, Members Search and View Member page	may update Addresses with this access restriction, including the access restriction itself (may change it to another access restriction if create rights on that access restriction)	may delete Addresses with this access restriction
Attached data	not used	not used (but has to be set to make this grant apply)	may modify attached data of a policy	not used
Brand policy access	may link a Brand with this access restriction to a Policy	can query Policies that are linked to Brands with this access restriction	may update Policies that are linked to Brands with this access restriction, including insert/update/delete of (grand)child entities shown in the View and Edit Policy page	may delete Policies that are linked to Brands with this access restriction
Data access group access	may link a Data Access Group with this access restriction to a Group Account may link a Data Access Group with this access restriction to a Policy	can query Group Accounts that are linked to Data Access Groups with this access restriction can query Policies that are linked to Data Access Groups with this access restriction	may update Group Accounts that are linked to a Data Access Group (old Data Access Group in case that field is being updated) with this access restriction, including insert/update/delete of (grand)child configuration entities may update Policies that are linked to a Data Access Group (old Data Access Group in case that field is being updated) with this access restriction, including insert/update/delete of (grand)child entities shown in the View and Edit Policy page	may delete Group Accounts that are linked to Data Access Groups with this access restriction may delete Policies that are linked to Data Access Groups with this access restriction
Date Paid To	not used	not used (but has to be set to make this grant apply)	may modify date paid to on the attached data of a policy	not used
Dynamic Field Usage	may create dynamic records of the specified usage	no concealing of non time valid dynamic fields of the specified usage. time valid dynamic fields and dynamic records of the specified usage are shown	contents of dynamic fields and records of the specified usage may be updated.	may delete dynamic records of the specified usage
Function	may create new rows in the page linked to this access restriction (regardless of the entity for which a new row is created)	can access the page linked to this access restriction	may update rows in the page linked to this access restriction	may delete rows in the page linked to this access restriction (regardless of the entity for which a row is deleted)
HTTP	may access the integration point Note - In order to provide access grant, all flags must be set to true
Item	reserved for site level UI customizations	reserved for site level UI customizations	reserved for site level UI customizations	reserved for site level UI customizations
Non-address contact detail	may link an access restriction of this type to a Person	can see non-address contact attributes of Persons with this access restriction	may update non-address contact attributes of Persons with this access restriction and may remove the link of a Person to this access restriction (may change it to another access restriction if create rights on that access restriction)	not used
Identifiers Type	may create identifiers of the specified usage	may query restricted identifiers	identifiers may be updated	may delete identifiers
Pend resolution	not used	not used (but has to be set to make this grant apply)	may resolve pend reasons that are attached in a process step with this access restriction	not used
Person details	may link an access restriction of this type to a Person	can query Persons with this access restriction and no concealing of Persons with this access restriction in the New Policy page, View and Edit Policy page, Members Search and View Member page	may update Persons with this access restriction, including insert/update/delete of child entities shown in the Persons page, and including the access restriction itself (may change it to another access restriction if create rights on that access restriction)	may delete Persons with this access restriction

The following table gives an example setup for two Address access restrictions: SECRET and TOP_SECRET and how the CRUD indicators are set for three different roles.

Address Access Restriction	Role 'Secret Read Only'	Role 'Secret'	Role 'Top Secret'
SECRET	R	CRUD	CRUD
TOP_SECRET	not granted	RUD	CRUD

Based on this example setup, the following table shows the different actions these roles can perform using these access restrictions:

Action	Possible for role 'Secret read only'?	Possible for role 'Secret'?	Possible for role 'Top Secret'?	Possible for other role?
Create address without access restriction	yes	yes	yes	yes
Retrieve address without access restriction	yes	yes	yes	yes
Update/Delete address without access restriction	yes	yes	yes	yes
Create address with access restriction SECRET	no	yes	yes	no
Retrieve address with access restriction SECRET	yes	yes	yes	no
Update/Delete address with access restriction SECRET	no	yes	yes	no
Create address with access restriction TOP_SECRET	no	no	yes	no
Retrieve address with access restriction TOP_SECRET	no	yes	yes	no
Update/Delete address with access restriction TOP_SECRET	no	yes	yes	no

Implementation in Entities

Access restrictions are implemented as standard single value attributes.

Usage in Pages and Interfaces

Because access restrictions are implemented as standard attributes, they can be set by interfaces and regular screens like any other standard attribute. In screens, users can only save an access restriction for an access restriction attribute if they have one or more roles that gives them 'Create' access rights for that access restriction. In other words, to be able to label a new or existing record with a specific restriction, a user must have 'Create rights' for the restriction. Through interfaces, no such restrictions apply, interfaces don’t need 'Create' access rights to set an access restriction.

When a record with an access restriction is accessed via a screen, the name of the current access restriction is shown in the inline overflow to inform the user of the security level of the record. In addition, a security indicator is shown in the table row to indicate the presence of an access restriction.

Implementation

For restriction types that restrict access to the whole record, restriction of access is implemented in two different ways, depending on the type of access:

1. Restricted records may be completely hidden from users without read access. This implementation applies when the restricted records are accessed directly. For example, person records can not be seen at all by users without access to them from person search functions.

2. The attributes of restricted records may be concealed. This implementation applies when the restricted records are accessed indirectly as in when they are referred to from other records. For example, policies of these restricted persons could be visible to users who cannot find the person directly; in this case the relation details would be concealed.

The restriction not only applies to the entity itself, but also to the related detail entities. For example: a reference to a bank account number of a restricted person is also concealed.

The restrictions are implemented consistently throughout the whole OHI Enterprise Policy Administration. For example, LOV’s are also restricted.

A restriction also applies to the dynamic fields defined for that entity. So when access to a record is restricted, access to the dynamic fields of that record is also restricted.

An attribute is concealed by displaying '**' in the field.

For restriction types that restrict access to a subset of attributes of the restricted record (like Non-Address Contact Detail restrictions), restricted attributes also display '**' in the field. This is done whether or not the attribute actually has a value. Therefore, users will not know if a value is actually present or not.

Inference Prevention

It should not be possible to infer concealed values. For example, if Person Bob has a restricted address with postal code 1234, this address is not to be shown to users that do not have rights for the address. This also applies indirectly, for example, when searching for relations with postal code 1234. Bob must not be found as this would reveal Bobs address. The prevention of inference differs per restriction and is indicated in the 'Inference Prevention' part of the description of each restriction.

Non-page functions

The data access restrictions do not apply to non-screen functionality. For example, batch jobs and web services by-pass access restrictions. This functionality will normally be run using system user accounts. It is not necessary to give the system user accounts access to all access restrictions.

Restriction Type Specific Aspects

This paragraph describes each specific restriction type. Note that an entity can be subject to multiple restrictions. For example policy is subject to restrictions imposed by the access restrictions defined in data access group and brand. When an entity is subject to multiple restrictions, all involved access restrictions must be granted to a user to gain access to that entity.

Example: Policy 1234 has access brand code 'VIP Brand' and access data access group code 'Company ABC. The brand 'VIP Brand' has access restriction 'VIP_BRAND'. The data access group 'Company ABC' has access restriction 'SECURED_COMPANY'. For a user to be able to access policy 1234, both access restrictions 'VIP_BRAND' and 'SECURED_COMPANY' must be granted.

Protecting sensitive information

Address Contact Detail Restrictions

This feature allows access to specific person addresses (of at risk individuals) to be restricted. For example, this would apply to individuals that have been granted the right to have their details to be kept secret by the government or otherwise have made such a request.

An access restriction can be applied to each individual address. An address with an access restriction applied can only be accessed by users that have been granted access to that access restriction. Addresses for which a user has no access, are not visible at all. There is no indication that there is a restricted address. It is possible that a person has multiple addresses, of which some are shown and some are not, depending on the access restrictions applied and the privileges of the user accessing them.

Example

User Bob is granted access restriction SECRET_ADDRESS. No access restrictions have been granted to user Pete. The following table shows which addresses they can access.

Person	Postal Code	Address Access Restriction	Accessible by Bob?	Accessible by Pete?
Mary	1234	SECRET_ADDRESS	yes	no
Jane	1234	empty	yes	yes
Susan	1234	TOP_SECRET_ADDRESS	no	no

Inference Prevention

When searching for relations/persons based on address, only addresses a user has access to are used:

• When user Bob searches for persons with postal code 1234, only Mary and Jane are returned.

• When user Pete searches for persons with postal code 1234, only Jane is returned.

These restrictions do not apply when relations/persons are searched for without any address search criteria.

Addresses of organizations are not protected.

Non-Address Contact Detail

Restrictions

This feature allows access to specific contact details (of at risk individuals) to be restricted. For example, this would apply to individuals that have been granted the right to have their details to be kept secret by the government or otherwise have made such a request.

A contact details access restriction can be applied to a person. Non-address contact details can only be accessed by users with a role that includes the restriction. Non-address contact details are: business phone number, private phone number, mobile phone number, fax number and e-mail addresses.

When a user views a person with non-address contact details that they are not allowed to see, these details will not be displayed.

Example

User Bob is granted access restriction SECRET_CONTACT_DETAIL. No access restrictions have been granted to user Pete. The following table shows which contact details they can access.

Person	Phone Number Business	Address Access Restriction	Accessible by Bob?	Accessible by Pete?
Mary	123-456-789	SECRET_CONTACT_DETAIL	yes	no
Jane	123-456-789	empty	yes	yes
Susan	123-456-789	TOP_SECRET_CONTACT_DETAIL	no	no

Inference Prevention

When searching for relations/persons, only contact details a user has access to are used:

• When user Bob searches for persons with phone number business 123-456-789, only Mary and Jane are returned.

• When user Pete searches for persons with phone number business 123-456-789, only Jane is returned.

These restrictions do not apply when relations/persons are searched for, without any contact detail search criteria.

Attached Data Restriction

The ability to modify date paid to on the attached data of a policy can be restricted to a select group of people: the ones with an access restriction of type - Date Paid To.

Inference Prevention

Not applicable.

Related Entities

Not applicable.

Date Paid To Restriction

The ability to modify attached data of a policy can be restricted to a select group of people: the ones with an access restriction of type - Attached data.

Inference Prevention

Not applicable.

Related Entities

Not applicable.

Pend Resolution

The resolution of pend reasons at a process step can be restricted to a selected group of users by using this access restriction type. The users with a granted access restriction of type 'Pend Resolution' (defined for a process step) can only resolve the pend reasons that are attached in that process step.

If a process step is not restricted, then all users may resolve the pend reasons that are attached in that process step.

There are no restrictions on viewing the attached pend reasons.

Example

For the process step 'Manual Review' an access restriction 'MANUAL_REVIEW' of the type 'Pend Resolution' is defined. User Bob is granted this access restriction 'MANUAL_REVIEW', next to the standard CRUD rights on the View and Edit Policy page. No 'Pend Resolution' access restrictions have been granted to user Pete; he only has CRUD rights on the View and Edit Policy page. The following table shows what they can do.

Step	Pend Resolution Restriction	Action	Can Bob perform these actions?	Can Pete perform these actions?
Manual Review	MANUAL_REVIEW	Resolve pends and submit	yes	no
Manual Review	MANUAL_REVIEW	Put the policy back to the edit status	yes	no

Inference Prevention

Not applicable.

Related Entities

Not applicable.

Person Details Restriction

This feature allows access to details of persons who need special protection to be restricted. Examples for the use of this feature include protection of VIPs, celebrities, and at risk individuals.

It is possible to apply an access restriction to a person to indicate that the person can only be accessed by users with a role that includes the restriction.

When a user searches for relations, protected persons that they are not allowed to see will not be returned at all.

Policies related to persons are protected only by concealing the protected person attributes. For example, in the case of a policy for a protected member, the policy may be found by users who cannot see the member’s person record but they will not be able to see the member relation code, name or any other details from the person record and its direct detail records.

Example

User Bob is granted access restriction SECRET_PERSON. No access restrictions have been granted to user Pete. The following table shows which persons they can access.

Person	Person Access Restriction	Accessible by Bob?	Accessible by Pete?
Mary	SECRET_PERSON	yes	no
Jane	empty	yes	yes
Susan	TOP_SECRET_PERSON	no	no

Inference Prevention

A restricted person is restricted throughout the whole OHI Enterprise Policy Administration as if that person does not exist. So if person P is restricted for a user, searching for policies of person P will not return any rows for that user.

Related Entities

When access to a person is restricted, the following details are also restricted:

• Marital Statuses

• Person Titles

• Addresses

• Bank Account Numbers

• Assigned Providers

• Contract Alignments

Identifiers Type

This feature allows access to identifiers of a person or an organization to be restricted.The identifiers can only be accessed by users with a role that includes the restriction. The identifier types can be of various types such as the social security number, drivers license number etc.

When a user views a person or an organization with the identifiers that they are not allowed to see, the identifiers will be concealed.

• Identifiers

When a user searches for the protected identifiers that they are not allowed to see, the identifier will not be returned at all.

Example

User Bob is granted access restriction SECRET_IDENTIFIER. No access restrictions have been granted to user Pete. The following table shows which contact details they can access.

Person	Identifier	Identifier Type	Identifier Access Restriction	Accessible by Bob?	Accessible by Pete?
Mary	123-456-789	Social Security Number	SECRET_IDENTIFIER	yes	no
Jane	289-68c-180D	Pan Card Number	empty	yes	yes
Susan	**-****-890E	Driver’s License Number	TOP_SECRET_IDENTIFIER	no	no

Inference Prevention

When searching on an object with a restricted identifier as search criterion, the object is not returned when the user doesn’t have the appropriate access restrictions for that identifier type.

Related Entities

Not applicable.

Division of work / need to know (general)

These features cover broad filtering of data from users that simply don’t need access to it. For example, this could apply where a separate group of users works on policies of specific data access groups and they have no need to access policies from additional data access groups.

Brand Restriction

This feature allows access to policies of specific brands to be restricted.

It is possible to apply an access restriction to a brand to indicate that the policy of the brand can only be accessed by users with a role that includes the restriction.

Example

User Bob is granted access restriction VIP_BRAND. No access restrictions have been granted to user Pete. The following table shows for which brands they can access the policies.

Brand	Brand Access Restriction	Policies for brand accessible by Bob?	Policies for brand accessible by Pete?
VIP Brand	VIP_BRAND	yes	no
Home Brand	empty	yes	yes
Some Brand	SOME_BRAND	no	no
empty	n.a.	yes	yes

Inference Prevention

When a user searches for policies, policies of brands that they are not allowed to see will not be returned at all. This also applies when searching for one of the related entities.

Related Entities

When access to a policy is restricted, the following details are restricted also:

• Policyholder

• Policy Billing Account

• Policy Contract Period

• Policy Collection Setting

• Policy Calculation Period

• Policy Premium Bill Allocation

• Policy Bill Receiver

• Policy Broker Agent

• Policy Message

• Policy Pend Reason

• Calculation Result and related Calculation Result Lines

• Policy Mutation

• Member Enrollment

• Member Enrollment Product

• Member Add-on

• Parameter Value

• Attached Policy Data

• Note

Dynamic Field Usages

This feature provides restricting access to dynamic fields and records. If a user has an access restriction of type Dynamic Field Usage, then he is authorized to view and/or update non time valid dynamic fields of the restricted usage and, depending on the access rights, view/create/update/delete dynamic records of the restricted usage..

Example

If a user is authorized to view dynamic records defined on a policy with usage name 'Medical Data', these dynamic records are visible for the user. However, the user is not able to create new, delete or modify dynamic records with usage name 'Medical Data'.

Inference Prevention

When searching on an object (e.g. a policy) with a restricted dynamic field as search criterion, the object is not returned when the user doesn’t have the appropriate access restrictions for that dynamic field.

Related Entities

Not applicable.

In ADF pages, Dynamic field access restrictions are limited to create, update and delete dynamic records.

Data Access Group Access

This feature allows access to group account configuration and / or policies to be restricted. Note that:

• both policies and group accounts can be assigned to a data access group

• there is no inheritance; if a group account is assigned to a data access group, then the group’s configuration is protected but the access restriction will not extend to the policies that belong to that group account. If the policies under the group account also require access protection, then those policies need to be explicitly assigned to the same data access group.

Inference Prevention

When a user searches for group accounts, group accounts referencing data access groups that they are not allowed to see will not be returned at all. For example, while accessing a group client, a restricted group account will not be returned if a user does not have access to it.

This also applies when searching for one of the related entities.

When a user searches for policies of data access groups that they are not allowed to see, they will not be returned at all.

Related Entities

When access to a group account is restricted, the following details are restricted also:

• Bill Receiver

• Group Account Add-on

• Group Account Adjustment

• Group Account Available Product

• Group Account Available Product Add-on

• Group Account Broker Agent

• Group Account Collection Setting

• Group Account Insurable Class

• Group Account Premium Schedule

• Group Account Product

• Group Account Product Add-on Override

• Group Account Product Adjustment

• Group Account Product Adjustment Value

• Group Account Product Premium Schedule

• Group Account Time Period

• Premium Bill Allocation

• Parameter Domain

• Parameter Domain Value

When access to a policy is restricted, the following details are restricted also:

• Policyholder

• Policy Billing Account

• Policy Contract Period

• Policy Collection Setting

• Policy Calculation Period

• Policy Premium Bill Allocation

• Policy Bill Receiver

• Policy Broker Agent

• Policy Message

• Policy Pend Reason

• Calculation Result and related Calculation Result Lines

• Policy Mutation

• Member Enrollment

• Member Enrollment Product

• Member Add-on

• Parameter Value

• Attached Policy Data

• Note

Example

User Bob is granted access restriction VIP_GROUP1. No access restrictions have been granted to user Pete. The following table shows for which data access groups they can access the policies.

Data Access Group Restriction	Policies for group accessible by Bob?	Policies for group accessible by Pete?
VIP_GROUP1	yes	no
empty	yes	yes
VIP_GROUP2	no	no