As data breaches and unauthorized access to sensitive information become more prevalent, organizations must take proactive measures. Information Rights Management (IRM) is one such solution offering granular control over who can access, modify, print, or share confidential documents.
IRM is a technology framework that allows organizations to protect and control access to digital content, ensuring data privacy and integrity. It ensures that only permitted individuals can access and use specific files, preventing unauthorized sharing, copying, printing, or changes. By encrypting the information and attaching usage policies, IRM enables organizations to maintain control over their critical data throughout its lifecycle.
It leverages encryption and licensing technologies to control access and usage of sensitive information. Here's how IRM typically works.
IRM employs encryption algorithms to protect data stored within files. Encryption converts the data into an unreadable format, ensuring its confidentiality. Only authorized users with the necessary decryption keys can access and view the information.
It attaches licenses and permissions to the encrypted files. These licenses define the access rights, usage policies, and restrictions associated with the information. Organizations can specify who can access the data, how to use it, and for how long.
It also enforces access control policies by verifying the user's identity and permissions. IRM allows organizations to revoke access or modify permissions in real-time, providing granular control over the data.
Plus, organizations can track and audit the use of their sensitive information to ensure compliance and take necessary actions to mitigate risks.
IRM is beneficial for organizations across various industries:
Several, but the primary benefits include:
While Information Rights Management offers robust security measures, it does have certain limitations that organizations should consider:
Implementing Information Rights Management requires careful planning and execution. Here are some essential steps to consider:
Office 365, the popular suite of productivity tools by Microsoft, includes robust support for Information Rights Management. With Office 365, organizations can apply IRM to Microsoft Office documents, including Word, Excel, PowerPoint, and Outlook emails.
Office 365 enables organizations to define access controls, permissions, and usage policies for Office documents. It helps in preventing unauthorized actions and enforces data protection.
It allows secure collaboration within and outside the organization. Users can share files while controlling their usage, enabling seamless teamwork without compromising data security.
While IRM provides robust protection and control over data shared within the organization, businesses should consider using additional security measures, such as secure file-sharing solutions or encryption, to protect data outside their network.
IRM solutions can integrate with existing systems and applications, provided they support IRM capabilities. You must evaluate compatibility and integration requirements during the selection process.
No, IRM complements other security measures but does not replace them. It focuses on protecting data and controlling its usage, while firewalls and antivirus software address different aspects of overall security.
It helps organizations meet regulatory requirements by controlling data access, usage, and distribution. It enables organizations to enforce data protection policies, monitor data usage, and maintain compliance with relevant regulations.
