Your casework belongs to your organisation.

Access is for signed-in, authorised users.

Users must sign in to the application before accessing workspace data. Signing in does not grant access to every organisation’s records: access depends on the user’s account, company workspace and permissions.

Your organisation’s administrator manages user accounts and the work each user is authorised to access. Accounts can be disabled when a colleague leaves or no longer needs access.

An extra step protects your sign-in.

Multi-factor authentication, or MFA, adds an authenticator code to the sign-in process when enabled. A password alone is then insufficient to complete sign-in.

Users enter the current code from their authenticator app. Administrators are guided through MFA setup when required. If a user loses their MFA device, their company administrator can manage the reset.

Keep your password and authenticator codes private. Never send them in an email or share them with another person.

Recovery work without reading your records.

RCM staff may access tenant data files only for a recovery or restore operation requested or expressly authorised by an authorised tenant representative. Work must be limited to the affected tenant and the files needed for that operation.

Staff must not open, browse, read or inspect actual tenant business content, including records, correspondence, notes, documents and reports. Technical copying, restoration, integrity checks and operational status checks are permitted; your organisation verifies the restored business content.

Tenant data files must remain within the authorised RCM server environment. Staff must not download, export, email or copy them to staff devices, local computers, browser downloads, external storage or any other location outside that environment. Tenant administrators may still download their own backups through the tenant’s controls.

Each recovery operation must record the tenant’s authorisation, scope, staff involved, timestamps, actions and outcome. Tenant content must not appear in support notes, screenshots or operational logs. Recovery access must end when the work is complete, and temporary server copies must be removed when no longer needed, subject to agreed retention rules.

These are staff policy obligations. They are not a guarantee that privileged server or database access is technically impossible. Tenant MFA protects account sign-in; it does not itself prevent privileged infrastructure access. Automated application processing is separate from staff reading content. Any handling strictly required by law is limited to that legal requirement, with tenant notification where legally permitted.

A senior tenant approval is required.

RCM may invite a new administrator into an existing tenant only after receiving an email request from a senior person authorised to act for that tenant. The request must identify the tenant and the proposed administrator’s name and exact email address.

Before issuing an invitation, RCM must independently verify the requester’s identity and authority using previously established tenant contact details. A display name or matching email domain alone is insufficient.

The original approval email must be retained securely. The audit record must identify the tenant, requester and position, approval reference, verification performed, invitee and email address, RCM operator, and approval and invitation timestamps. It must not contain case content, passwords or authentication codes. Existing tenant administrators continue to manage their own users through the tenant’s administration controls.

Your administrator stays in control.

New users begin with a temporary password issued by their administrator, then choose their own password. Use the application’s Forgot password option for recovery.

Administrators can disable accounts, reset MFA and issue replacement temporary access. These actions do not require a user to disclose their existing password or their Outlook account details.

RCM staff must never request or use a tenant user’s password, authenticator code or recovery code, or sign in as that user. Password and MFA recovery must not be used to circumvent these staff restrictions.