You can assume that the bulk of documents that need to be shared are electronic. After all, who still wants to keep and share massive amounts of paper documents? It is easier and more cost-efficient to share the documents as PDF files as this ensures that the users receive the documents how you send it in both form and format.
But, document delivery in the digital world presents all manner of security issues that need addressing. Secure Document Delivery is the need of the hour. If you do not, you are likely to give out sensitive information to unintended parties. Also, you might miss out on potential income as a content provider. Even libraries that pay copyright fees to be able to provide users with books will not get that money back or even earn a profit to provide even more books.
And, as you will have noticed by now, copying electronic documents is extremely easy. So, if you are to deliver documents to anyone, you must have overarching controls that would prevent the sharing of any copies. Specifically, in the case of libraries, some of them use “limitation by IP address” to control how people access their documents in and around the premises. Once the library users connect to the library’s WIFI, they can access the documents provided by the library.
The library system cannot control whether people make copies of the document by using keyboard shortcuts. So, there is always the possibility of users making copyright there and then that they can then transmit without any security protocols. That would even diminish the need for their friends to visit the library which would consequently mess with the business model of the institution. Even if they could prevent direct copying and pasting, how can they avoid screen-grabbers which have been a menace in the recent past?
Also Read: 5 Simple Ways To Improve Your Data Security
Also, libraries have offered people the ability to borrow paper books for a long time. So, why should they not do the same when it comes to electronic documents? This is only possible if the library can revoke document use at any given time. It could be set up so that access is revoked after a certain amount of views or on a given end date. Either way, this provides an excellent opportunity for academic review all the while ensuring the document remains safe.
But, document delivery is not just an issue for libraries to contend with. Publishers may also want to get their works to buyers and lenders securely. And, governments and corporations may want to get documents to their employees, without compromising on security. So, how would one do that?
A document DRM system like Locklizard offers the solution everyone needs.
You are probably already aware that encryption is essential for document security. Everybody can likely agree on that. But, DRM proponents do not agree with the need to transmit visible keys alongside the documents.
Consider the illustrative example where someone intercepts an email which contains a sensitive, but encrypted document. But, in the same email, the password to open the document is sent. That document would then be at the disposal of the hacker to do with as he or she will. There are many other ways to transmit decryption keys, but they all present the same problem: The human eye can decipher the keys.
If, however, the key were not visible for all to see, then the encrypted file (even when intercepted) would remain safe and secure. More so if the specific key could be locked on to one device, so even if the document is copied to another device it would prove useless to the user.
Also, since you are delivering documents to people who can conspire to provide others with the secure documents or who can make mistakes that will compromise the documents’ security, it might be wise to track the document usage. In this way, you will know who opened a file, when they did so, whether it has been printed, and how many times printing occurred. If any of these behaviors look suspicious, you could revoke access to the specific parties. This will all help prevent unsecured versions of your documents from being found on torrent sites.
Sometimes people should not see your documents. Either because they have not paid for them or because, if they did, it might lead to some severe consequences for your organization. And, if the documents cannot be secured even in delivery, then all may be lost. As it stands, DRM Systems would give libraries, governments, and corporations the upper hand in such document delivery scenarios. So, why not employ them?