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The Promise of DRM and Why It Typically Falls Short

by Bob Ertl updated September 12, 2023 Cybersecurity Risk Management

Reading Time: 9 minutes

Digital rights management (DRM) has long been hailed as the primary tool to protect digital assets and combat piracy in the digital era. DRM technologies are designed to safeguard intellectual property, ensure copyright compliance, and control access to digital content.

Despite the promise and potential of DRM, it has often fallen short of expectations. This blog post explores the reasons behind the shortcomings of DRM, emphasizing the crucial need for effective governance and security to counter internal and external threats in today’s heightened threat and compliance environment.

The Rise of DRM and Its Initial Promise

The internet and the subsequent emergence of digital media have brought forth unparalleled opportunities for content creators and distributors. However, it has also opened the floodgates for unauthorized distribution and illegal sharing of copyrighted material. In response, DRM emerged as a solution to protect digital assets and enforce copyright laws. The primary promise of DRM was to give content owners and distributors greater control over how their content is accessed and used.

DRM’s theoretical benefits seemed promising, as it offered the ability to limit the number of devices on which content could be accessed, restrict copying and printing, and enable dynamic pricing models based on usage. With such safeguards in place, content creators could enjoy a more sustainable revenue stream while encouraging consumers to access content legally.

Sadly, the reality is DRM’s effectiveness has proven more elusive than anticipated.

DRM’s Expansion to Safeguard Sensitive Content Communications

As the digital landscape evolved, DRM technology found new applications beyond protecting media and entertainment content. One notable area of expansion was in corporate settings, where the need to secure sensitive communications with third parties became paramount. Companies recognized the potential risks inherent in sharing confidential information and priceless intellectual property with trusted partners, necessitating the implementation of robust DRM solutions.

DRM for Secure File Sharing

In corporate environments, sensitive content is exchanged regularly with partners, clients, suppliers, and other trusted third parties. This confidential content ranges from financial reports and legal contracts to product blueprints and trade secrets. Implementing DRM allowed organizations to maintain control over who could access, modify, and share these documents. DRM-enabled restrictions prevented unauthorized recipients from accessing the information, thereby protecting it and mitigating the risk of data leaks.

DRM for Protection of Digital Communication Channels

Apart from file sharing, DRM also played a crucial role in safeguarding digital communication channels within corporate networks. Email, instant messaging platforms, and collaborative tools like file sharing often contain files filled with valuable information that, if intercepted or leaked, could have significant repercussions for the company. Companies integrated DRM solutions with their communication tools, complete with encryption and access controls, ensuring that sensitive messages and attachments could only be accessed by intended recipients.

DRM for Dynamic Access Control for Confidential Content

DRM’s ability to enforce dynamic access control became particularly valuable in corporate settings. Content creators could assign specific permissions and time-based restrictions to third parties accessing sensitive materials. For example, a company could grant temporary access to a confidential business proposal for a potential partner but automatically revoke access after a specified period. This granular control allowed companies to share information while retaining a high level of security and minimizing the risk of unauthorized distribution.

DRM Monitoring and Audit Capabilities

Effective DRM solutions for corporate content communications often included monitoring and audit functionalities. This feature enabled organizations to track and analyze how their sensitive content was being accessed, used, and shared by third parties. Detailed usage data provided insights into potential vulnerabilities or unauthorized access attempts, allowing companies to refine their security measures and maintain compliance with data protection regulations.

DRM Challenges and Its Impact on Usability, Governance, and Security

Despite the numerous benefits, implementing DRM presented challenges. Striking a balance between robust security and user convenience was crucial but complicated, as overly restrictive DRM measures could hinder collaboration and communication. Moreover, the constant evolution of technology demanded that DRM solutions remain adaptable to new threats and vulnerabilities.

Balancing Security and User Convenience With DRM Technologies

DRM can hinder efficient collaboration and communication, particularly when settings prove too restrictive, leading to frustration among employees and external stakeholders. For instance, cumbersome access controls or frequent authentication requirements might impede the seamless flow of information and hamper productivity. Therefore, DRM solutions needed to be designed with a user-friendly approach, ensuring that security measures were in place without compromising the ease of accessing and sharing sensitive content.

DRM Challenges With Interoperability and Compatibility

Another challenge arose from the diverse range of digital communication tools and platforms used by various organizations. According to Kiteworks’ 2023 Sensitive Content Communications Privacy and Compliance Report, 90% of organizations share sensitive content with 1,000+ third parties, with 85% of respondents using four or more tools to track, control, and secure the sharing of such content. DRM solutions needed to be compatible with a wide array of software applications and devices to facilitate secure content sharing across different systems. Achieving interoperability was crucial to ensure that sensitive documents and communications could be protected consistently, regardless of the technology used by the parties involved. A lack of compatibility could lead to security gaps and potential breaches in the communication process.

Addressing DRM’s Compatibility With Technological Advancements

The constant evolution of technology posed an ongoing challenge for DRM implementation. As new communication tools and platforms emerged, DRM solutions had to adapt quickly to remain effective in protecting sensitive content. This required continuous updates and improvements to stay ahead of potential vulnerabilities and cyber threats. Additionally, DRM providers had to consider backward compatibility to ensure that older systems could still interact securely with the latest DRM measures.

DRM and Juggling Permissions Between Internal and External Users

Corporations often needed to collaborate not only with external partners but also among their own employees and departments. This introduced the challenge of managing different levels of access permissions for internal users while maintaining a robust security framework. Controlling access rights based on job roles and responsibilities was crucial to prevent unauthorized internal access to sensitive content.

Compliance With Data Protection Regulations

With data protection regulations becoming more stringent worldwide, businesses faced the challenge of ensuring that DRM implementations complied with these legal requirements. This involved understanding the specific data protection laws in different regions and adapting DRM measures accordingly. Failure to comply with these regulations could lead to legal consequences and reputational damage for organizations.

Despite these challenges, the expansion of DRM for safeguarding sensitive content communications represented a significant step forward in data security practices. By carefully addressing these complexities, businesses could harness the benefits of DRM technology to securely collaborate with external parties, protect intellectual property, and maintain the confidentiality of valuable information. As technology continues to evolve, DRM solutions need to remain adaptable and responsive to emerging threats, ensuring that corporate data remains safeguarded in an ever-changing digital landscape.

How to Improve DRM

DRM enhancements are essential to address the challenges and ensure robust data protection while promoting efficient collaboration. Here are some potential solutions to achieve this:

User-friendly Interface and Training: Develop DRM systems with intuitive and user-friendly interfaces to minimize user friction. Provide comprehensive training and support to employees and external stakeholders to ensure they understand DRM policies and procedures. Educating users about the importance of data security and their role in safeguarding sensitive content will lead to better compliance and reduced risks.
Adaptive DRM Policies: Implement DRM policies that adapt based on the context of content usage. This entails tailoring access controls, permissions, and security levels according to user roles, locations, and devices. Adaptive DRM ensures that appropriate security measures are applied without hindering legitimate users’ productivity.
Cross-platform Compatibility: Design DRM solutions that are compatible with a wide range of platforms, operating systems, and communication tools commonly used in corporate settings. Seamless integration with existing systems allows for a consistent and secure experience across various devices and applications.
Integration With Identity and Access Management (IAM) Solutions: Integrate DRM with robust IAM solutions to enhance authentication and authorization processes. Leveraging single sign-on (SSO) and multi-factor authentication (MFA) can strengthen access controls while streamlining the user experience.
Dynamic Watermarking and Tracking: Implement dynamic watermarking for sensitive documents and communications. This technique embeds unique identifiers or user information directly into the content. If leaked, the source of the leak can be traced, acting as a deterrent for potential unauthorized sharing.
Automated Rights Management: Automate the management of rights and permissions for sensitive content. This ensures that users automatically receive the appropriate access rights based on their roles and responsibilities. It reduces administrative burden and minimizes the risk of human error in granting or revoking permissions.
Regular Security Updates: Continuously update DRM solutions to stay ahead of evolving security threats. Regularly patch vulnerabilities and implement the latest encryption algorithms and security protocols to protect against potential attacks.
Compliance Monitoring and Reporting: Incorporate features for monitoring and reporting to track usage patterns and identify potential security breaches. This enables organizations to demonstrate compliance with data protection regulations and take proactive measures to address any anomalies.
Data Loss Prevention (DLP) Integration: Integrate DRM with DLP solutions to prevent sensitive content from leaving the corporate network through unauthorized channels. DLP technology can monitor and control data movement, ensuring that confidential information remains within authorized boundaries.
Collaboration With DRM Vendors and Experts: Engage with experienced DRM vendors and security experts to understand industry best practices and leverage their expertise to tailor DRM solutions to the specific needs of the organization. Collaborating with experts can help identify potential blind spots and ensure a more effective DRM implementation.

By adopting these potential solutions, organizations can enhance their DRM practices in sensitive content communications, strike a balance between security and usability, and foster a culture of data protection and compliance. Improved DRM measures will strengthen data security, safeguard valuable information, and fortify collaboration in corporate settings.

Realizing the Promise of Digital Rights Management

In the face of complex challenges surrounding data protection and content security, digital rights management (DRM) emerges as a beacon of hope. DRM offers a promising solution by focusing on the classification of sensitive content, segmenting it based on risk, and implementing precise access controls tailored to roles and geographical considerations.

While the adoption of DRM has been gradual, organizations are increasingly recognizing its significance and aligning their strategies to harness its benefits. However, to truly capitalize on DRM’s potential, a fresh approach and a “do-over” are necessitated. Overcoming certain deployment challenges, such as agent intervention for unencrypted files shared with third parties and customizable controls for different users and content types, is crucial to unlocking the full potential of DRM.

As DRM gains traction as a preferred methodology, its role in safeguarding digital assets becomes increasingly vital. By enforcing precise access controls and encryption protocols, DRM can significantly mitigate the risks of data breaches and unauthorized distribution. Content classification based on sensitivity enables organizations to prioritize protection efforts, ensuring that the most valuable and sensitive assets receive the highest level of security.

Further, DRM plays a critical role in ensuring compliance with evolving data protection regulations. By integrating DRM with data governance frameworks, organizations can demonstrate their commitment to data privacy and protection, mitigating legal risks and maintaining consumer trust.

As DRM continues to evolve, interoperability and user experience remain key considerations. Seamless integration with various platforms and intuitive user interfaces is instrumental in encouraging widespread adoption and minimizing user resistance. Striking the right balance between robust security measures and user convenience will be crucial to the successful implementation of DRM.

DRM holds the promise of revolutionizing digital content protection and combating piracy. By embracing the potential of DRM, organizations can safeguard their valuable digital assets from internal and external threats effectively. A proactive approach, driven by adherence to industry standards and collaboration with experts, will pave the way for a more secure and sustainable digital content ecosystem. With DRM as a cornerstone, the future of digital content protection looks promising, fostering trust and enabling seamless collaboration while preserving content creators’ rights and intellectual property.

Protect Your Sensitive Content Communications With Kiteworks DRM

Kiteworks’ digital rights management (DRM) capabilities empower organizations to protect their intellectual property without getting in the way of employees and their workflows.

The Kiteworks Private Content Network consolidates third-party communication channels, including email, file sharing, managed file transfer (MFT), SFTP, web forms and others, so organizations can control, protect, track, and report the sensitive information that enters and leaves the organization.

Kiteworks’ DRM solution is designed to be flexible and adaptable to the needs of different organizations. It allows administrators to set up specific rules and permissions for different users or groups. This means they can set and enforce who can access sensitive content according to the specific needs and roles of different users within the organization.

Administrators also have the option to require that file previews are sent as DRM protected files instead of view-only files. This feature can be accessed through a new “Send DRM protected file” item that appears in the dropdown menu next to each file in All Files and in the file viewer.

For end-users and their external partners, Kiteworks’ user-friendly interface means users do not need to have any special technical knowledge to use it.

The DRM solution provided by Kiteworks also includes robust logging and auditing capabilities. Every action related to a DRM protected file is logged and can be audited. This includes when the file was accessed, who accessed it, and what actions they took. This level of detail is crucial for maintaining compliance with various data protection regulations and for investigating any potential security incidents.

The Kiteworks PCN is protected by a hardened virtual appliance, which is designed with an embedded network firewall and web application firewall. It ensures zero-trust least-privilege access and minimizes the attack surface with inbuilt robust protection against data leakage and malware threats through its integration capabilities with data loss prevention (DLP) and advanced threat protection (ATP) solutions.

To learn more about the Kiteworks Private Content Network and its advanced DRM capabilities, schedule a custom-tailored demo today.