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Setting permissions on a Ubuntu file server accessed by Windows and Mac machines

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In our office we have a simple Samba file server running Ubuntu, which we access from Windows and Mac machines. We are going through a cybersecurity certification process in which we have to describe how we would prevent a given user from accessing given files if they changed job roles. In reality this wouldn't happen as we are a tiny company (3 people) who all need access to all the files, but we have to know how to do it in principle, and what's more we have to be able to describe how we'd do it.

So, could anyone tell me what the procedure for doing this would be?

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