One of the problems with insider data leak (IDL) solutions is their complexity: You're always scanning networks, e-mail, and file shares trying to catch sensitive documents before they get into the wild. Often, a far simpler solution is to protect documents when they're first created by applying digital rights.
That's the role of Adobe's just-updated Policy Server 7.2 and its new hosted counterpart, Adobe Document Center. In the remote chance documents fall into the wrong hands, they can't be used.
I tested the trial version of Document Center, and found it effectively protected Acrobat, Microsoft Word, and Excel files. Further, employees shouldn't balk at using the system; it's simple to understand. For example, to secure a PDF file, I simply selected the Secure button from Acrobat 8's toolbar, selected the policy I wanted to apply, and saved the document. To perform the same task with Word or Excel, you install a small a plug-in.
Policy management's straightforward, too. From the Document Center site, I quickly added or edited policies from the portal's main dashboard. Policies are fairly comprehensive – from restricting printing and copying to specifying how long the document can be accessed.
Enterprises upgrading to LiveCycle Policy Server 7.2 can extend protection to Dassault Systèmes CITIA V5 engineering and design documents. What's interesting here is the granular level of protection. For example, commodity parts (perhaps the nuts and bolts used in an assembly) might not need protection; however, a proprietary electronics control module on a different drawling layer could be blocked from viewing or alteration, thus protecting your intellectual property.
In operation, document recipients need to have a Document Center account (or, in the case of LiveCycle Policy Server, be registered) and at least Acrobat 8 Reader. Once you try to open a protected document, the system asks for your credentials and only lets you perform operations specified by its usage rights policy. Significantly, these policies remain in force wherever the document resides – whether it's e-mailed, placed in a content management system, or copied to removable media.
Another important fact is that once I changed a policy (such as revoking printing), the change was immediately reflected in documents anywhere they lived. Adobe's got auditing covered, too. From Document Center, I saw in detail all actions (such as opening or printing) by every person who interacted with the document.
Yet with these positives there are some things Adobe could improve compared to similar solutions, which include SealedMedia and Liquid Machines. This solution should cover more document formats, which is something Adobe has planned. I'd also like to see more elaborate protection. For instance, if someone copies part of protected document into an unprotected one, then the second document should be infused with the original's protection policy.
Adobe LiveCycle Policy Server 7.2 and Document Center
Availability: LiveCycle Policy Server 7.2, now; Document Center, early 2007
Cost: LiveCycle Policy Server starts at $100 per author; Document Center starts at $19.99 per month
Verdict: Offered as software or hosted service, Adobe's rights management ensures sensitive information isn't disclosed and provides detailed audits for regulatory compliance. Currently, it only protects a few file types. Nonetheless, usability and cross-platform support make this a sensible enterprise DRM solution.
-- Mike Heck
Posted by Mike Heck on November 21, 2006 10:45 AM
