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Keeping Your Content Secure Everywhere: Even Outside The ECM Repository

by Russ Stalters

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Organizations implement records management to ensure their records are well organized, accurate, and retained securely through their lifecycle. What happens when documents are removed from the system? This session will discuss adding information rights management to ECM solutions to extend the effective management of those records outside of the repository. Presented at AIIMexpo 2007 in Boston.

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Keeping Your Content Secure Everywhere: Even Outside The ECM Repository Presentation Transcript

Created when Only added to End User Publishing file is protected the file after the Licenses License server licenses a user to open it Rights for a Content Key Encrypted with particular user the server’s Encrypted public key with the user’s Rights Info Content Key public key w/ email addresses (big random number) Encrypted with the server’s a Encrypted public key with the user’s The Content of the File public key Encrypted with (Text, Pictures, metadata, etc) Content Key, a cryptographically secure 128-bit AES symmetric encryption key

Database Server Directory Server Rights Management Server Information Recipient Information Author

5/03/2007

Russ Stalters at Microsoft Rights Management Technology Can:

Securely share information with executives and external board members

Protect intellectual property

Prevent unauthorized access to information relating to corporate transactions (purchase orders, partner agreements, etc.)

Share but protect and eventually revoke third-party access to corporate information

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Are you sure you want to

Russ Stalters at Microsoft Authors receive a client licensor certificate from the RMS server

An author creates a file and defines a set of rights and rules.

The author can distribute the file in any preferred manner.

The recipient clicks the file to open it.

The application renders the file and enforces the rights defined in the use license.

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Russ Stalters at Microsoft One the user who is trying to view the rights protected content is authenticated and treated as a trusted entity, a key is provided from the RMS server that will allow the content to be unencrypted.

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Russ Stalters at Microsoft This is an abstract representation of the compound document format in which are stored all the pieces necessary to protect a rights-protected document, and to grant protected access to the content of that document.

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Russ Stalters at Microsoft By applying rights management technology, the binary file content is encrypted. When it has been encrypted a user is unable to view the content without being authenticated and the permissions validated.

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Russ Stalters at Microsoft If we can secure that sensitive content when it leaves the repository then we can feel a lot better about the security of the organization's intellectual property.

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Russ Stalters at Microsoft Certain content deserves to be secured even when it is out side of the ECM repository. Good examples include patent applications, merger and acquisition documentation, and corporate financial performance reports that have not been finalized. The last example could have compliance implications with SEC regulations if this type of information got in the wrong hands and influenced the markets.

Finance. Merger and acquisition plans, contract bidding plans and proposals, financial performance statistics, insurance claims and loan applications, cost forecasts, budgets, invoices, expense reports, and contracts.

Operations. Quality control statistics, deployment plans and proposals, inventory data, benchmarking studies, production details, purchase orders, shipping reports, and enterprise resource planning (ERP) data.

Sales. Responses to request-for-proposal (RFP) and request-for-information (RFI) documents, contracts, customer information, business plans, sales performance reports.

Human resources. Information about recruiting, payroll and salary, medical records, employee and supplier performance analyses, employees’ personal information, and organizational announcements.

Government. Outgoing RFPs and RFI documents as well as responses from vendors to RFPs and RFIs, staff performance evaluation information, and sensitive information related to public infrastructures.

Legal organizations. Client communications and personal information pertaining to clients, court briefs and opinions, transcripts of hearings and testimony, contracts, and billing records.

Manufacturing. Intellectual property in the form of product recipes or component specifics, proprietary process information, drawings and diagrams, costing information, test results, contracts and transactions with business partners and vendors.

Not-for-profit organizations. Collaborative grant writing documents, grant management reports, financial documents, and member information.

Research and development. Project specifications and product overviews, white papers and official research reports, business development strategies, supplier information, cost-benefit analyses, production status reports, documentation and training manuals.

Marketing and public relations. Brand strategy documents and brand assets, information about pricing and promotions, drafts of brochures and newsletters, presentations, press releases, testimonials, business plans, customer and constituent requirements and feedback.

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Russ Stalters at Microsoft But wait! What happens when that rogue employee decides to copy that confidential new product design document onto a thumb drive and take it home? Or, less sinister, what about the VP of Development who has a couple of gigabytes of company confidential documentation on his laptop and that laptop was stolen from his hotel room while having breakfast in San Francisco?

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Russ Stalters at Microsoft It was a long road. Getting the budget approved, buy-in from IT and the business. Now all the Enterprise’s content is safe and secure.

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