The document discusses Information Rights Management (IRM) and its role in protecting sensitive information within organizations by preventing unauthorized access, modification, and distribution. It outlines the implementation process, key features, challenges faced during implementation, and stresses the importance of organizational commitment and user training. IRM is differentiated from Digital Rights Management (DRM), focusing more on business to business data protection rather than media piracy.

1. INFORMATION RIGHTS
MANAGEMENT –
IMPLEMENTATION AND
CHALLENGES
From
An article on Information Rights Management (IRM) and our methodology for its
proper implementation in achieving secure flow of sensitive information within and
beyond the organizational boundaries.

2. Information Rights Management
[IRM]
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Author Version Summary of Changes
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3. Information Rights Management
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4. Information Rights Management
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Contents
1. Introduction .............................................................................................................................. 5
2. Why do we need IRM? ............................................................................................................... 5
3. What exactly can be achieved with IRM?[1] ................................................................................ 6
4. What can't be prevented using IRM? ......................................................................................... 6
5. Are Digital Rights Management (DRM) and IRM same things?.................................................... 7
6. Key for IRM’s successful implementation[5] ................................................................................ 8
a. Automating policy assignment ............................................................................................... 8
b. Dynamic policy control ........................................................................................................... 8
c. Discretionary policy application ............................................................................................. 8
d. Audit Trail .............................................................................................................................. 8
7. Steps before implementing IRM[6] .............................................................................................. 9
8. Popular IRM vendor list ............................................................................................................. 9
9. Challenges in IRM implementation .......................................................................................... 10
a. Lack of commitment by senior management........................................................................ 10
b. User Unwillingness to change .............................................................................................. 10
c. Miscellaneous Factors[5] ....................................................................................................... 11
10. References ........................................................................................................................... 12
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1. I NTRODUCTION
Information Rights Management is the set of techniques and methods which protect the
highly sensitive information of the organization irrespective of the file location whether
it resides "in" or "outside" the corporate boundaries. This happens as the permissions
embedded inside the file don't allow unauthorized access, modification, copying or
printing. This is typically done for protection of financial documents, intellectual
property such as patents, design blueprints and executive communications.
IRM[4] broadly speaking addresses the fundamental problem associated with Data
Protection Leakage (DLP). DLP heavily relies on protection of sensitive file within the
corporate network typically at its end points. It protects the data based on its location
(directory, file server/ database) or in data in transit, but doesn't give the protection at
a more granular level, i.e. information contained in file itself. IRM currently applies
mainly to documents and emails in typical corporate environment setting.
While DLP is “transmission control” technology, IRM is “usage control” technology.
2. W HY DO WE NEED IRM?
The rationale for using IRM is that the privacy information associated with data must
travel along with it. The copying of that data must not lose the associated rights to that
information. Rights to modify, update, restrict or even destroy that information must be
retained by the individual it pertains to, even when a 3rd party holds that information.
In larger context, IRM helps organizations in enforcing corporate policy governing the
secure flow of highly sensitive data in the organization. File protections are defined and
enforced based on user's identity along with corporate policy on a given class of data.
The best way to protect information is to do it directly at the level of the information –
and not at the level of many system(s) which might change, transport or store the
information.
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3. W HAT EXACTLY CAN BE ACHIEV ED WITH IRM? [1]
 Preventing restricted content from unauthorized modification, copying, printing
or pasting
 Disabling Print Screen feature in Microsoft Windows for taking snapshots of
restricted content.
 Restricting content exposure wherever it is sent
 Support file expiration so that contents in documents are rendered un-viewable
(or viewable) automatically after a set time.
 Full auditing of both access to documents as well as changes to the rights/policy
by business users
4. W HAT CAN ' T BE PREVENTED USING IRM?
 Sensitive Content from being erased, stolen, captured or transmitted by
malicious programs like Trojans, key loggers etc.
 Content from being lost or corrupted due to virus infection
 Restricted content from being hand-copied or retyped from a display screen.
 Taking digital photograph of the restricted content displayed on a screen by
unauthorized person
 Snapshots of restricted content are possible using 3rd party screen-capture tools
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5. A RE D IGITAL R IGHTS M ANAGEMENT (DRM) AND IRM
SAME THINGS ?
Not Really. Digital Rights management (DRM)[2] technologies are typically used by
hardware manufacturers, publishers, copyright holders and individuals with the intent
to limit the use of digital content and devices "after sale". It is specifically targeted to
defeat any attempts for rich media piracy like Blu-ray, CD, DVD's, tapes, records. In
United States, a legal mandate called Digital Millennium Copyright Act (DMCA) exists
which imposes criminal penalties on those who make available technologies whose
primary agenda is to bypass content protection technologies.
Main focus of DRM is to defeat copyright infringement by putting "digital locks" to rich
media eg. records, CD, DVD's etc in business to customer domain, while IRM restricts
itself to sensitive information exchange in business to business domain such as merger-
acquisition plans, design blueprints, patents, financial statements, strategic business
plans etc.
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6. K EY FOR IRM’ S SUCCESSFUL IMPLEMENTATION [5]
The strength of IRM is typically reserved for very sensitive information that travels
outside organization — to vendors, suppliers, outsourced parties, partners etc. But
challenges for proper authentication are quite complex outside the enterprise. Hence,
following approaches must be used for effective implantation of IRM enterprise based
solutions:
a. Automating policy assignment
More automated is policy assignment, better is IRM implementation. This happens as
automation eliminates human errors resident in manual processes which in turn make
it more effective. They can automatically protect documents such as price lists, product
specifications, and manufacturing process description. This works effectively because if
we let document authors be the sole arbiter of what to protect, it puts an unwelcome
burden on them. They may neglect to do it correctly, consistently, or at all.
Organizations can automatically assign policies to entire information groups such as
anything saved to a certain folder, content of a certain type, or information that has
reached a particular stage in a workflow. This saves time, ensures consistency, and is
the most efficient way to manage large volumes of sensitive information with IRM.
b. Dynamic policy control
As business conditions evolve, IRM policies that govern the use of content must evolve
as well. Regulatory changes will almost always require modifications to information
policies such as patent expirations, litigation settlements, mergers and acquisitions etc.
Dynamic policy control enables recipient entitlements to be changed when individual
roles or business needs change, regardless of where the content resides—even when its
location is unknown. Policies reside on a policy server, not within the content. So they
can be changed or revoked at any time. Rights can also be set to automatically expire.
c. Discretionary policy application
In the enterprise, discretionary use of IRM is an option that should be used in addition
to rather instead of automated policy application.
d. Audit Trail
An audit trail is an unalterable, chronological log of access to a system and a record of
additions, changes, and deletions to information that system manages, which lists the
person accessing the system, and the time of access, and the action taken.
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7. S TEPS BEFORE IMPLEMENTING IRM [6]
So you are all rolled up to implement IRM solution in your company. But before that,
answer this quick checklist:
 Outline business areas where sensitive information is frequently exchanged?
 What needs to be protected (documents, email etc.)
 How will security policies be enforced to protect this sensitive information or
communication?
 Who can use the information (people, group)
 What a user can do with that information (read, write, print or forward)
 When can the user access the information (time duration and dates)
 Where can the information be accessed from (in office, home,)
 What would be the consequences to the business if this information ended up in
the wrong hands?
 Does the organization retain any employee, customer, or member information
that could be used in identity theft if it were exposed, either through loss or
theft.
8. P OPULAR IRM VENDOR LIST
 Seclore FileSecure
 Microsoft Integrated Rights Management
 Boole Server
 SmartCipher
 EMC IRM Product Suite
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9. C HALLENGES IN IRM IMPLEMENTATION
a. Lack of commitment by senior management
The biggest roadblock in IRM successful implementation is the inadequate commitment
shown by senior management. Management has to be convinced and made aware the
value of information in the business. Consequences of losing sensitive information must
be highlighted such as unwanted loss in brand image and reputation, losing client and
stakeholder confidence. Unpleasant lawsuits may proceed if the leakage of sensitive
information is made public.
Common mistake made by senior managers during implementation is that they delegate
the entire part of IRM implementation to the IT team and not take much responsibility
for it. It is important to note that IRM must be top driven from senior management
which only can bring about a cultural change in the organization. Without their support,
implementation at the best stays patchy and disorganized.
b. User Unwillingness to change
IRM’s restrictive nature and perceived usage hassles may at first not easily gel with
users. Users must be made to undergo a mandatory training and awareness workshop
to help ease through this process. Suggested methodology can be summarized as:
Methodology for managers to inducing change in users:
 Unfreezing: This step alters the forces on individuals sufficiently such that they
are distracted to opt for a change. It reduces the user resistance due to increased
peer pressure to induce them to go for a change.
 Moving: This step presents direction of the change and the actual practice of
learning new attitudes.
 Refreezing: The final step forges the changed attitudes and learned skills in users.
A good practice will be to train some of the people in the organization and nurture them
as champions in usage of IRM. It will be better if at least one person from every
department is included as a part of the IRM implementation task force. This task force
will work in close cooperation with vendors/security team during implementation
process.
After the official implementation is over, these champions will provide the first point of
reference and support for any issues arising in DLP to new users. Hence, user
satisfaction increases and consequently resistance to adopt new technology is lowered
down.
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c. Miscellaneous Factors [ 5 ]
 External User Authentication for partners, vendors, suppliers, outsourced
parties, must be strong enough and well formed. Any loose ends will damage the
confidentiality of the information.
 Most IRM's like Microsoft’s Windows Rights Management Services are great for
Windows and Office. But they are mainly for Microsoft apps. For apps like in CAD
or blueprints, other solutions are either from small vendors or very limited in
scope.
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10. R EFERENCES
1. http://www.iotap.com/Blog/tabid/673/entryid/61/Information-Rights-
Management-Sharepoint-2010.aspx
2. http://en.wikipedia.org/wiki/Information_Rights_Management
3. http://blogs.kuppingercole.com/kuppinger/category/information-rights-
management/
4. http://covertix.blogspot.in/
5. http://www.rcpbuyersguide.com/dload.php?file=whitepapers/SponsorIndex_E
MC_Whitepaper11534369.pdf
6. http://www.niiconsulting.com/solutions/information_rights_management.html
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