Executive Data Room Access Request Log

executive data room access request log

Use an executive data room access request log to connect every visitor, permission, approval, expiry, and removal to a traceable business purpose.

Require a specific business purpose

Each request should name the person, organization, matter, document scope, access level, and required period. A request for the whole room because someone is helping is not sufficient. Confirm the requester's identity through an approved channel and connect the request to a known transaction or project owner.

The assistant gathers a complete request; the authorized owner approves the access.

Match permissions to the requested task

Use the narrowest folder, file, viewing, download, upload, or sharing rights that support the stated work. Separate advisers who review material from administrators who manage the room. Do not copy documents into a new folder merely to avoid permission design.

When a platform cannot express the needed boundary, ask the security or deal owner for a safer method.

Record approval before invitation

The log should capture approver, approval time, approved scope, expiry, and any conditions such as watermarking or restricted download. Keep approval evidence beside the request, not in a private message that disappears from the operating record. If access is urgent, show the deadline and consequence, but do not let urgency substitute for valid authority.

Verify the invitation and first access

Before sending, compare the recipient address with the verified identity and check for lookalike domains or forwarded aliases. Send the access instructions through the governed platform. Confirm that the user can reach only the approved material.

If an invitation is misdirected, revoke it immediately and follow the incident process instead of simply sending a corrected link.

Expire access as part of the original work

Set a review or removal date when access is granted. Watch for role changes, completed diligence, withdrawn participants, and closed transactions that should end access sooner. Ask the matter owner to approve extensions.

A dormant account with broad historical access remains a control problem even if nobody has reported misuse.

Reconcile logs with platform evidence

Periodically compare the request log with current users, groups, guest links, downloads, and administrator activity available from the platform. Investigate differences with the system owner. Preserve required audit evidence according to legal and records guidance.

The log is useful only when it reflects actual permissions, not just what the executive office intended to grant.

Common questions

Can an assistant approve access?

Only within a documented delegation that covers the matter, information class, and permission level.

Should guests use shared accounts?

No. Named access supports identity checks, removal, and review of individual activity.

What happens after the project?

Remove access, preserve required evidence, and archive the final room under the owner's retention rule.

Source and service boundaries

Organizations can review our executive assistant support, use the file version control guide, or contact our team about governed executive support. Source: NIST access control guidance.