Auditor access to ID numbers

What this is for

Your organization can keep ID numbers for crew members, such as an employee number. They are personal data, so Tomruq guards them:

They are always shown masked, such as ••••1234.
Reading one in full needs your password and a reason, and is recorded under Activity.
Owners and managers can read them, by their role.
An auditor can read them only with access given by an owner or manager, for a limited time.

Add an ID number to a crew member

Owners and managers:

Go to People → Crew and click the person's name.
Under Identifiers, click Add an identifier….
Choose the Kind (Employee number or Other identifier) and type it. Letters, digits, spaces and . / - _ #, at most 64 characters.
Click Add.

An ID number cannot be edited. If it was typed wrong, click Void, give a reason, and add the right one. The voided one stays on record, with who voided it and why.

Read an ID number in full

On the person's page, click Show in full next to it.
Under Why you need it, give a reason.
Enter your password and click Show.

The number is shown once. Your name, the time and the reason are recorded. History shows who added, read and voided the number, and why. Looking at the history is recorded too.

Give an auditor access

Owners and managers:

Go to Admin → Identifier access. Under Auditors, every active auditor is listed.
Click Give … access… on the auditor's row. (You can also do this from the auditor's row on Accounts.)
Choose when it Ends: in 1, 3, 7, 14 or 30 days. The date is shown.
Say Why.
Enter your password and click Give access.

Until the end, the auditor can read ID numbers in full, one at a time, each with their own password and a reason. They cannot add or void numbers, and they cannot put them in an export.

End access

On Identifier access, click End access on the auditor's row. A note is optional. Ending access never asks for a password, and it takes effect at once.

Access also ends by itself:

at the end you chose (Ended at its time);
when the person is no longer an auditor (Ended: no longer an auditor);
when their account is suspended (Ended: member suspended).

Becoming an auditor again does not bring access back. Give it again if needed.

For auditors

When you have access, a person's page says until when. Use Show in full and History as described above. Every reading counts against your access and is visible to the organization's owners and managers.

Tips

Give the shortest access that does the job. One day is often enough.
Identifier access shows every access ever given: by whom, when, why, how many readings, and how it ended.
Today shows "1 auditor can read identifiers now" while any access is open.
Whether ID numbers may go into exports at all is a separate setting. See Exports.