Your enterprise likely deals with a number of people from outside your company network, including certain stakeholders, VC fund managers, and supervisory board members. So, much of the confidential and sensitive information produced internally, such as minutes of board meetings and merger and acquisition details, has to be made available for authorized access by such people outside your company network.
However, the responsibility for maintaining the confidentiality of any important business information lies with you and this requires diligent work. You can no longer avoid the worry of how, where, and by whom your confidential information is accessed. And, you cannot stop sending information to people outside your organization; this is definitely not a viable solution. So, the right approach is to ensure that the information that is sent out does not get accessed or used in an unauthorized manner. A DRM license, for example, helps to enforce copyright protection by restricting unauthorized access, copying, and distribution of digital content.
Your enterprise now also has the additional responsibility of ensuring the protection of information and documents produced for internal and external circulation. This involves complying with several regulations, such as Sarbanes-Oxley (SOX) which focuses on the secure control of corporate or business information. In terms of fulfilling such compliance, a good Digital Rights Management (DRM) tool can prove to be your ideal ally.
Now, you can have sensitive information stored in different formats, including gif and HTML. However, PDF is one of the preferred formats as its security can be ensured easily with the help of a PDF security tool which is equipped with DRM controls. A reliable DRM software also has document copy protection features to ensure that your information cannot be duplicated and circulated in multiple copies to unauthorized users.
One of the biggest advantages of a DRM solution is its ability to encrypt your information as it passes from one user or system to another. The decryption keys lie only with the users who are authorized to view or act upon the information and are locked to their authorized devices. This ensures that, even if the information falls into the wrong hands, an unauthorized person will not be able to do anything with it.
The DRM tool also takes care of all the small ways in which your information security compliance could be at risk. For example, it can stop the use of screen grabbing through the print screen option, possibly limit the access to one computer system per authorized user, and prevent the saving of your PDF documents.
And, if an authorized user prints your confidential data and makes photocopies, then the use of dynamic watermarking empowers you to expose such unauthorized users since their personal information is recorded in the documents.
So, a DRM tool allows you to store your information on laptops and distribute the same outside your company network, without losing control over the data. All such key information security functionalities provided by an appropriate DRM system make sure that your business is able to meet your auditor’s requirements and comply with all the necessary information regulations.
We hope that the above-shared details about the role of DRM in meeting compliance for information security and protection at your organization prove useful to you. Feel free to share your queries or feedback in the comments section below.
