In our educational recruiting process, we interact significantly with minors. While following all appropriate laws and statutes, we as an organization also have policies to follow when keeping track of a minor's information. We are able to use the minor's name and DOB for identification purposes but only those who directly interact with minors can have access to their contact information. However, once a minor reaches 18, we want them to be accessible by other users.
Obviously we want to avoid duplicates but situations like the following are likely to occur: someone interacts with a minor and puts them into the CRM. This record is restricted to users with certain permissions. Once that minor turns 18, they again interact with another user who, unable to see the minor's previous records, enters them in again, creating a duplicate.
So, how would you handle this situation? We currently have one business unit and would like to keep our security roles as uncomplicated as possible. How much would field security play into this? How difficult would it be to automate changing security roles once a minor turns 18? What's the best way to prevent duplicates while also protecting the minor's contact information?
