Remote working, data risks and DRM security

Despite robust technology controls, remote workers need to ensure that they practice sound judgment when maintaining data and document security. The added stress of working while on the move could make people feel vulnerable and exposed to data attacks. On the other hand, some workers may find that their activities may not be monitored like the way it is in the office and hence could choose to be careless or engage in practices that expose sensitive information and confidential documents to data threats. Some companies block malicious websites, and therefore, remote workers may access these websites outside their company networks. Helping these employees to understand how they can become useful ‘human firewalls’ can be crucial in ensuring the workforce do their part in keeping confidential information secured.

Let’s consider some ways for how employees can be encouraged to practice safe data security methods.

Communicating in a simple yet effective manner. A large volume of crisis-related data could sometimes stifle warnings of data security dangers. It is essential for organizations to empower their security teams and get both messages across effectively. This could be by setting up two-way communication channels that allow users to post and review queries, report data security events in real-time and disseminate best practices. Further, IT teams could also post announcements and encourage new users of present communication avenues to compensate for the loss of casual interactions in a variety of settings that generally take place in the office such as meetings.

Concentrate on what needs to be done rather than what not to do. Informing the workforce not to make use of specific tools such as consumer web services that are sometimes essential in doing their jobs can work to be counterproductive. Rather, IT teams must inform employees about the benefits of using approved messaging tools, file transfer systems and document management applications instead of discouraging the use of other applications. By encouraging safe behaviour, IT teams can boost the use of approved applications and devices. Organizations can also provide incentives to employees in supporting safe practice by offering allowances or reimbursements to make recommended hardware and software purchases.

Enhance training and education regarding social engineering. Organizations can send out timely and thematic announcements on various social engineering campaigns such as phishing emails, malware, voice phishing, text phishing and other data security threats. Every employee that works remotely or is operating on the move must be prepared for such attacks. Showing how fraudsters could trick them can be further helpful. Such teams must also notify users that cybercriminals could exploit their anxiety, despair and ambiguity. Providing information on how to identify phishing attacks and campaigns can prevent data hacks remarkably.

Recognize and control high-risk data groups. Individuals in the company who work with personally identifiable data or other sensitive information are likely to pose a more significant risk than others. Such users must be identified and observed for dangerous behaviour such as bulk downloads of company information, unique bandwidth patterns, and attempting to access sensitive information outside permissions that could indicate data security breaches.

In this regard, implicating digital rights management can mitigate data security threats of insiders, leaking crucial information. In most cases, such as the 2020 data attack on Marriott, data leak incidents take place due to insider activity. When identity theft and accidental events lead to data breaches, it can be concerning for the organization. Similarly, deliberate data breaches by employees seeking to obtain financial gain, spying on the organization or aiming to take revenge are even more dangerous. In light of all these threats, PDF security and data protection with a digital rights management system can significantly minimize internal risks. A PDF DRM solution monitors and tracks document and PDF use while enforcing access and document controls. 

And while a DRM system can be used to protect classified and confidential information, it can also be considered across the organization to encompass all users of sensitive data. Although some forms of data security encrypt information only when it is stored, a digital rights management system ensures that data is encrypted regardless of where it lies. It is designed to prevent the misuse of information and identity theft. By classifying every PDF file and document, a DRM system also monitors it through the use of an audit trail. All forms of activities are observed, including off-line functions when a classified and protected document is present on the device.

As a larger number of organizations are beginning to realize internal threats to data security, the question of traditional security technologies is now brought to the fore. A digital rights management system offers superior protection by controlling the use of content even by permitted users. It goes beyond encryption and access controls in helping to prevent confidential data from being copied, altered, printed and shared outside its origination, while at the same time allowing users to work and collaborate with their colleagues effectively.