Using Document DRM to ensure secure document sharing
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 requires a very flexible series of DRM controls to support the differing scenarios the organization 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, decisions have to be made about who may receive which documents, and where they may use them, and for how long. It is less usual to allow shared documents to be printed out or otherwise copied.