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# Why Use IRM for Document Security & Data Protection

## What is IRM

Information Rights Management (IRM)—often linked with digital rights management (DRM)—is an advanced technology designed to protect sensitive information throughout its entire lifecycle. IRM applies identity-based access controls that define who can view, edit, print, or share a file, even after it has been downloaded. This makes it one of the most effective methods for secure file sharing and data protection.

## Requirements for Secure File Sharing

Organizations handling sensitive information must maintain strong document security across three stages: in transit, at rest, and in use. This protection model ensures compliance with regulations by providing detailed audit trails and persistent data protection that continues even after documents are shared externally.

## The Problem with Password-Protected Files

Password protection offers only basic security. Passwords can be shared, guessed, or leaked, and once a file is opened, it becomes completely unprotected. Organizations cannot restrict copying, forwarding, or printing, nor can they track how files are accessed or used.

## The Limitations of Traditional File Sharing Services

Cloud platforms like Google Drive, OneDrive, Dropbox, and Box restrict who can download or view a file, but once downloaded, the file loses all protection. Authorized users may freely copy, forward, or re-share documents, exposing sensitive information to unnecessary risks.

## The Advantages of Using IRM

This approach addresses these limitations by enforcing persistent, identity-based controls. It allows organizations to prevent unauthorized sharing, copying, screenshotting, and printing. Such systems also provide screen-capture blocking, dynamic watermarks, and detailed audit logs for compliance.

## Disadvantages of Using IRM

As you can see, IRM offers the most comprehensive protection and control over sensitive files, however, there are drawbacks that can limit its usage. Most IRM solutions target large enterprises and are complex to deploy and use. Changes to established workflows may be required to use IRM, and the costs of adoption can be high. Furthermore, many IRM solutions require the recipient of a shared document to install special applications to decrypt the file and manage access. This makes such solutions unsuitable for sharing sensitive documents externally, outside of the enterprise network.

## Simplifying IRM with 689Cloud SecureMail and SecureDrive

689Cloud offers IRM-powered tools that are easy to deploy and simple for end-users, making the benefits of IRM available to a broad range of users and use cases.

SecureMail enables sending of IRM protected files directly from Outlook or Gmail, making it as easy to use as sending an email attachment.

SecureDrive provides secure cloud-based file storage, sharing, and collaboration with full IRM-based protection and auditing. These solutions make enterprise-grade data protection accessible to businesses of all sizes.

## Conclusion

Traditional file-sharing tools and password protection are no longer sufficient for safeguarding sensitive documents. IRM provides persistent protection, identity-based access control, and advanced security capabilities that reduce the risk of data leaks. Solutions like SecureMail and SecureDrive allow organizations to implement strong document security and data protection without disrupting workflows.

## FAQ

### What is the difference between IRM and DRM?

DRM typically protects media content, while IRM protects business documents with strict access and usage controls tied to user identity.

### Does IRM protect a file after it is downloaded?

Yes. This protection model enforces access and usage restrictions even after the file has been saved or downloaded.

### Do recipients need special software to open IRM files?

Modern solutions solutions like SecureMail allow access without requiring complex software installation.

### Can IRM block screenshots?

Many systems include screenshot blocking or watermarking capabilities.

### Is IRM suitable for small businesses?

Yes. Cloud-based solutions make enterprise-grade document security affordable for SMBs.

### How does IRM help with regulatory compliance?

This supports compliance through audit logging, encryption, and strict access control policies.

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