Why DRM Is Essential For Document Security

Data, which is the essential or life-giving force of any organisation is constantly at risk, whether at rest, in motion or storage. Irrespective of whether staff in an organisation uses electronic mail or FTP to sidestep the restraints of data privacy services with the help of unsanctioned distribution instruments, the lack of data protection and conformity criteria of these systems becomes a grave drawback.

Digital Rights Management or DRM resolves this disadvantage by its enterprise grade solution that offers organisations the ability to distribute documents to authorised users, while rendering the IT department with the requisite security infrastructure, extensive and widespread commands and information tracking potentialities.

Documents and classified data that are stored and shared with the help of DRM technologies are safeguarded, controlled and administered across three levels – user level, enterprise level clouds level.

User level

Authorised users within an organisation have to actively view, distribute and cooperate with others staff members within and outside the organisation, without hampering their efficiency due to security concerns. DRM technologies offers effortless security controls and allows authorised users to efficiently work without any trouble, in spite of its highly robust security and advanced infrastructure. Conventional data security tools are often limited in the amount of control that the IT department and authorised users can exercise over shared document files.

When documents are being shared through DRM, authorised users can place permissions at a very basic level to allow access to specific users to view or modify the content into data file. When files are being sent and transmitted from one place to another, DRM technology also renders additional controls, including document expiration dates and password administration. For data files and documents to reach the right recipient, verifying recipient identity option and selecting the return receipt as well as tracking downloads at ease can help users ensure that their documents are in safe hands.

DRM technology can also be implemented in mobile devices as the Bring Your Own Device (BYOD) trend can be huge privacy impairment. With the help of encrypted local storage and document wide facilities, unauthorised access to classified data can be prevented, if the device gets misplaced or stolen.

Enterprise level security

Advanced DRM technology today integrates with existing infrastructure and applications seamlessly while rendering granular control capabilities to the IT department. By providing the IT administration department with administrator flexibility to set comprehensive controls, data files can be safeguarded while policies can be applied at an individual level. With comprehensive monitoring and tracking capabilities, DRM technologies can help organisations know what is happening to their documents and data files at all times.

Cloud level security

Since documents are secured across the various levels including at rest, in motion and in storage, end to end document security for corporate information is secured even in cloud storage. Given the resilient and reliable architecture within DRM technology, DRM ensures that no single point of failure and services will be faced by authorised users at any time. With rapidly evolving drifts such as IT consumerization and BYOD, the option of storing classified information or data on cloud storage facilities render substantial value in enhancing user functionality and efficiency, but at the same time can make confidential data defenceless through unofficial file sharing applications and unrestrained file sharing through email and FTP.

With the help of DRM technology, IT requirements are not just met with regards to cast-iron security and fundamental control over enterprise documents, but also by rendering a spontaneous data sharing experience that can develop in swift and uncomplicated adoption by users.

Carol is a professional content writer. She writes articles which is related to technology for pdfdrmenterprise.com