The ability for organizations to collaborate on documents both internally across teams as well as with customers is becoming increasingly important as we move into a “mobile first, cloud first” world. However, if a customer could manipulate the document, such as an invoice sent to a customer, then what is stopping them from erasing the last couple of zeroes on their monthly bill altogether?
The Microsoft Rights Management Service (RMS) ensures the integrity of a document is maintained. In previous versions, RMS was a large service that required lots of physical resources at customer locations. Now, using the power of Azure and Office 365, RMS is a low cost add-on service.
Maintain Control of Sensitive Intellectual Property
Information security is a hot topic and a major concern for all organizations. The majority of security breaches don’t involve credit cards or identity theft, but instead involve intellectual property.
Regulatory compliance is a major factor as well. Protecting sensitive information that could impact shareholder decisions and stock prices, not to mention potential fines from the Securities and Exchange Commission, plays a major role for publicly traded companies, such as mergers, acquisitions, and divestitures before they have been completed.
Privacy and Trust is another major factor. Information privacy, or data privacy, is the relationship between collection and dissemination of data, technology, the public expectation of privacy, and the legal and political issues surrounding them. The ability to limit access to personally identifiable information like social security numbers, date of birth, credit card numbers, health condition, etc. are all protected to limit this sensitive information getting into the wrong hands. It makes it more difficult for identity thieves, hiring managers, and scammers to get hold of personal information.
These are just a few regulatory compliance concerns, all of which involve lawyers. This means that there has to be an audit trail, as well, of who had access to information and when. RMS helps minimize the number of people that have this access.
Speaking of lawyers and accessing information, eDiscovery is another major reason why every organization may consider using RMS. The audit trail serves as a “chain of custody” for who created, modified, sent, read, deleted, as well as who tried to access the information. Using RMS with your retention policies can reduce significant risk.
What if you share a document with someone that wants to distribute it to people that shouldn’t see it?
RMS not only limits who can see your document, it can also prevent recipients from being able to forward, print or share it with other unwanted recipients.
For example, since RMS is restricted to specific users, if you were to send a document to someone who wanted to forward it do additional recipients, any additional recipients would not be able to open it because they do not have the appropriate permissions. RMS truly is a service that protects documents from getting into the wrong hands.
Which organizations benefit from RMS?
Each and every organization is a good fit for RMS. Information governance is essential in today’s modern workplace, especially when considering HIPPA, HITECH, or Sarbanes-Oxley.
RMS allows organizations to:
- Gain control of who can see or read information, who can edit documents, and who is allowed to print information – both inside and outside of the network.
- Provide the right level of access to email and documents, which is a step beyond simply maintaining read/write permissions.
- “Lock” information by the owner, allowing only people with the right “key” to access it.
- Give access permission to a person, group, or role using their login credentials, such as user name, password, or email address.
- Set permissions when creating and sharing a document, as well as revoking permissions.
If you are interested in learning more about secure file sharing, then click the banner below and schedule a consultation with SoftwareONE Technical Specialist who will help guide you through any question you may have.