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Restricting Access to Emails and Documents using DRM - 09 Nov 2007

If you have shared access to emails and files on your server it can sometimes be difficult to ensure that private, financial or payroll information is not visible to those who should not have access.  You can save these files to a restricted folder on the server but how about items emailed to you when you are away from your computer: how do you ensure your secretary or others that may have access from reading them. Passwords can be applied to office documents, but not so easily to emails, also there are methods available of ‘breaking’ passwords in office documents.
 
Microsoft Digital Rights Management (DRM) 
DRM is a component within Microsoft Office applications such as Word, Excel and Outlook that at the touch of a button can restrict access to the document so that only the employees you select can read that document.  When you send an email you can select an option which restricts who can read the email and stop it being forwarded to another party, this also secures any attached compatible documents.
 
Options
DRM can also provide different levels of restrictions for example you can restrict permissions to read-only, no-printing, no copying of text from the document and other options.
 
Security
Not only does Microsoft Digital Rights Management secure internal access to sensitive documents it also disables staff from emailing (or by other means) these documents in a readable format to people outside your organisation.  If they are in the hands of someone outside the organisation they require a company computer or connection to one of your servers and the username/password of an employee with access rights to the document.  
 
Document Passwords Vs Microsoft Digital Rights Management
Passwords on documents can be ‘broken’ using special tools, document passwords require all members that need access to know the single password, there is also the potential for non-team members to have access to the documents.  DRM integrates your windows server (Active Directory) security practices into each document it secures.
 
Configuration
DRM requires a low-cost license for each user (180 day trial versions are available), small component to be installed on your server and minimal training (this can be done with a simple instruction document) for the team member that you wish to secure documents.  Also a ‘super user’ can be created such as a business Owner or company Director who has full access to all documents.

Finn Consultants are experienced in the use of Microsoft DRM and can install and configure this tool and provide training or documents for self-training.  Together we can help secure your information. We are located in Bude Cornwall, Exeter Devon and Holsworthy Devon and provide solutions nationwide, call us now.