Using IRM to Protect Duplicate Copies of Records
Released: May 2011
Vast amounts of information are created and manipulated every day, within every business, and in every corner of the world. Managing the diversity and volume of information collected, created, distributed and retained led to the advent of content management, from which targeted and robust records management solutions evolved. While information can be well- structured and managed within these tools, the ability for business users to operate outside of the intended framework is of growing concern to Line of Business Managers, Records Managers, and those responsible for corporate compliance and information controls. The need to further protect business information is now being recognized as a key component to the ongoing growth and performance of business. The risk of information being available to the wrong people, or at the wrong time, is too great. Information rights management solutions seek to fill this void with tools that deliver the next layer of security and control, complementing existing solutions and business processes.
Records management software introduced the tools to deliver and support a Corporate Governance model for information management. The software can readily control access security and limit who can view, edit or remove content - but only once it is placed into that managed solution, and only while it remains there. To appropriately restrict who has access to content, and to what extent, these solutions also manage the full content lifecycle itself; from creation to retention; and from retention to final disposal. The implementation of records management has supported rigorous internal business and quality processes; however, the controls offered by these tools remain limited to the boundaries of the software itself. A records management solution continues to rely heavily on the existence of manually applied business processes and business rules being followed to ensure that uncontrolled copies of records are not intentionally or accidentally introduced back into other areas. For example, a suitably authorized user with access to a document could make a copy or email the item to another person, immediately creating an uncontrolled copy, and with no immediate recourse. Once content is provided to a user by the solution, that user is then able to modify and distribute this information as they choose, with very limited audit of any activity having taken place.
Furthermore, today’s information management professional must deal with not only their internal demands for information and information management, but also with increasingly complex compliance requirements, the risk of information being exposed to competitors, and the cost of legal discovery and the associated uncertainty of what may be uncovered. Information Rights Management software provides a robust control mechanism that can ensure that even copies of records are still subjected to lifecycle management and that the associated security is maintained throughout. When properly architected and deployed, information rights management solutions can integrate directly with corporate Records Policies and Retention Plans to extend the control beyond the records management systems to include duplicated records and even content outside the control of the formal content solutions.
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This paper is intended for those technical staff or project team members responsible for architecting and implementing Enterprise 2.0 systems and interested Records Managers and Custodians. This paper includes a use case example that specifically addresses duplicate records outside the records management repository. It could be extrapolated to include non-records and other documents within corporate data maps and Records & Information Management strategies, but that extension of that coverage is not directly addressed with the defined use case contained herein.
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