Email is the most popular commutation channel for doing business. As part of business, people exchange emails with outside parties and very often share information that may be of proprietary (e.g. intellectual property) or sensitive (e.g. personal, financial, healthcare) in nature.
It is very important that such information does not go beyond the intended recipients, which could result in loss of competitive advantage, loss of reputation or severe penalties for non-compliance of regulations. Hence IT managers should have the capability to implement security policies uniformly across all end-users on all the documents that are shared through email.
With data breaches in the news every day, it is important for corporate IT to provide the most secure way to exchange documents over emails. Enterprise digital rights management (DRM aka IRM) is the right approach towards implementing information security policies around corporate data. DRM-encryption ensures that people with malicious intent are not able to intercept the attachments while the email is in-motion. Also, DRM policy will restrict the use of the attachment, even after it has been downloaded and saved on local computers, based on the permissions set by IT manager (and/or the sender).
Having a DRM policy embedded into the regular email workflow (Outlook in this case) will make it more effective in terms of enterprise-wide adoption because end-users do not have to learn any thing new. Vaultize provides full featured digital rights management (DRM) – fully integrated with Outlook client. The Vaultize Outlook plug-in can be used to automatically replace email attachments with DRM-protected links. This replacement can be controlled by IT using policies based on attachment size, recipient domains and so on. Vaultize DRM is agnostic to file-format – which means it works seamlessly across all document types.
Additionally, IT managers as well as end-users get the capability to track the use of DRM-protected documents and also invalidate access to shared files at any time.
Vaultize integrates with content-based data classification (offered by most DLP vendors including Symantec, McAfee and WebSense) to ensure that the information that requires highest security is locked down, while information that does not need securing is not touched.
Robert Palmer, chief analyst for BPO Research, in his recent blog post titled Embedded DRM solutions gaining traction in the effort to secure information mentions: “Some off-the-shelf DRM packages provide top-level control but are often restricted to certain file formats, and may not necessarily integrate well with existing workflows. As a result, users often invest time and resources to develop workarounds or to avoid using the controls altogether, which obviously defeats the purpose.”