Data leakage occurs when confidential or sensitive information of a company out of it by employees (deliberately or accidentally way).
Information (files and emails) is one of the most valuable assets for companies and its protection is one of their biggest concerns. For this reason Microsoft has incorporated into Office 365 Information Rights Management (IRM)
What is MRI?
MRI is a tool that encrypts and protects sensitive information from unauthorized access. IRM helps your company to control who can access, forward, print or copy sensitive information via Exchange Online (e-mail) from SharePoint Online (documents) or just from other Office applications.
Here are some options to protect access to information:
- Protection against reading, copying and modification
- Protection against making screenshots
- Protection from printing documents
- Protection against downloading files
- Protection of sensitive emails
- Registration information access
How IRM in Office 365?
IRM is available in the Office 365 Plan E3 and an optional subscription for other plans. Broadly speaking we can say that integration in Office 365 protects your confidential information, ensures continuous protection and improvement of the management and control of your information
These points are listed below IRM functionality that allows us to seamlessly with Office products 365. In the next post we will talk in depth about each of them:
1- Protect important files from Office
authorized to restrict access to your most important files through Word, Excel and PowerPoint users is allowed. For example:
- Prevent people outside the company can open the document, although physically have.
- Avoid the possibility that employees of our organization to print, make a screenshot of a document, copy or modify it.
- Set expiration dates for a document, from which no one can reuse.
2- Protecting emails sent to users of our organization
Administrators can protect the output of information via email, preventing the contents from leaking outside the boundaries of the organization. For example:
- Prevent a recipient can perform some of these functions: forward, copy, modify, print, fax, print screen or cut and paste the contents of an email.
- Create rules for protection and automatic encryption for emails that meet certain conditions of business (sent by someone determined, someone determined, with certain texts, etc, etc).
3- Send secure email to external users of our organization
With IRM, you have the ability to send emails to users outside your company, encrypting and securing data that can only be read by the addressee.
4- Protect documents stored in SharePoint
IRM can be configured to automatically protect certain files stored in SharePoint libraries. When enabled, the files are encrypted so that only authorized people can view them or make them the predefined actions. For example:
- Prevent people outside the company can open the document, although physically have.
- Avoid the possibility that employees of our organization to print, make a screenshot of a document, copy or modify it.
- Limit the type of files that can be loaded in the library
In conclusion, MRI allows greater control over the information, resulting in a protection so that it helps to prevent the leakage of knowledge. That is why it is highly recommended for use in companies that invest in innovation and / or have the need to protect sensitive files and e-mails.
E3 If you have a subscription, you will require a specialist to help you implement it but once in place, can take advantage of a very simple way with the help of the next post.
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