Using Document DRM for secure document sharing & external document distribution
In any organization there is a need to be able to share information across departments, across functions, with resellers and agents, and even with competitors and third parties such as legal advisers. But the decision about who gets to ‘share’ information remains with the owner, the corporate body, and not with the recipients.
The need to share documents securely, both internally and externally, or send documents securely by email or other means, requires a very flexible series of DRM controls to support the differing scenarios the business must be able to support. Apart from being able to restrict the users who can open a secured document to stop them from being able to pass it on, you may need to restrict the location(s) it can be used in, or you may wish to prevent it from being printed or used after a specific date. Some users may be allowed to use documents whilst connected to the internal network only.
This is the essential difference between ‘collaboration’ and ‘sharing.’ In collaboration control of document content may be devolved, even to the point where recipients can choose who else may use (and change) secured documents. In sharing, document content is available to authorised recipients to use, but not to edit, distribute or re-distribute.
In sharing documents securely or distributing documents securely for either internal or external use, decisions have to be made about who may receive which documents, and where they may use them, and for how long. Secure, external document sharing can be enforced with both device and location locking to ensure only third parties you have authorized can view your confidential or sensitive business documents.