White paper: Information Rights Management for IBM FileNet. Page 1
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1 White paper: Information Rights Management for IBM FileNet Page 1
2 Introduction Today, organizations worldwide are being bombarded by volumes of information flowing through , internet and mobile devices. There is a continuous inflow and outflow of documents being created, transferred, modified, stored & disposed. Enterprises invest in sophisticated collaboration tools to reduce and manage the document flow. The systems come in different flavors like electronic content management (ECM), business process management (BPM), Document Management (DMS) systems. One of the most well know and market leader solution in this space is IBM's Content Management, Business Process Management and Workflow System called IBM FileNet. In most cases, IBM FileNet has been deployed within the enterprise for intra-enterprise collaboration. The need and deployments of IBM FileNet is now quickly expanding to go beyond the enterprise and involve business partners, vendors and sometimes even customers. This however has left the information contained within the IBM FileNet repository vulnerable to mass leakage. The volatile nature of business relationships also means that information and systems shared with business partners are used in accordance with pre- defined norms. Ensuring the security of information through the lifecycle of creation distribution - use and destruction thus gains importance. Seclore's Information Rights Management system (Seclore FileSecure) when deployed along with IBM FileNet empower enterprises with the ability to robustly secure and monitor access to content and information within and outside of IBM FileNet. Security of information within IBM FileNet Security policies for information contained within IBM FileNet are only applicable till the time the information is resident within itself. IBM FileNet therefore implements only the first level of security called access control. Access control policies dictate whether a user can download information from IBM FileNet or not. Once the access control is given and information is downloaded, IBM FileNet doesn't have control over what the user can do with the document (e.g. can he print, edit, copy content, and/or distribute the information). Access control therefore does not protect the information but just the gate though which the information can leave. Process Before Stringent access control on information based on policies defined in IBM FileNet Company Employees V1 V1 V1 Little Control on Information on user Desktops A C B Business Partner D No control on information Page 12
3 By loosing all control of information when it moves out, IBM FileNet also cannot track distribution and usage of the information thereafter. Last, but not the least, changes done on the access control policies gets implemented only for subsequent download / use of content. These changes cannot be forced by IBM FileNet for content that is already downloaded. Because of all the above factors and by virtue of its perimetercentric nature, information in IBM FileNet frequently gets breached intentionally or unintentionally. Depending on the nature of the business this could pose an enormous threat to the business and the ROI achieved from IBM FileNet. Seclore FileSecure Seclore FileSecure technology enables owners of information to control the actions that are performed on the information once it has been downloaded from IBM FileNet. Seclore FileSecure protects the information and restricts usage to only specific users or groups, specific actions like view, print, edit, copy content & distribute, specific time of usage like till 19th August 2009 or 2 days. Seclore FileSecure can also restrict the usage to specific computers and network IP addresses thus providing an additional layer of control when providing access to systems outside of the enterprise. These controls are applied to the content itself without any constraint on the computer, network, storage or transmission technology used. In most cases the controls are also dynamic, for example if the owner wants to change the controls to provide usage to a different set of people, different set of actions et al it is possible for him/her to remotely change the rights to all copies of the downloaded information. One of the core benefits of Seclore FileSecure technology is that it implements security and control irrespective of the location of the content within or outside of the enterprise. Securing information with Seclore FileSecure Securing information with Seclore FileSecure involves manually or automatically defining usage rights for the information as it leaves IBM FileNet. Process After Seclore FileSecure Stringent access control on information based on policies defined in IBM FileNet Company Employees V1 A V1 C Complete control on information based on policies defined in Seclore FileSecure B View Print Edit Forward Calender Business Partner D Complete control on information based on policies defined in Seclore FileSecure even after information has left the company Page 3
4 Usage rights are a combination of the following controls: WHO can access the information: This typically relates to a user repository like an LDAP system and also maps the organization hierarchy of users, groups & organization units. It is also possible to link this to non LDAP user databases as defined in custom applications and portals. WHAT can each user do with the information: This typically relates to individual actions allowed on the information by the specific user. Individual actions which can be controlled are viewing, editing, printing, forwarding/sharing, copy/paste of content & un-protecting. WHEN can each user access the information: This control can limit users to access the information within a specific date range or time span. A document could thus have 19th August 4 pm TO 23rd August midnight as a specific date range or 2 days from first access as the specific time span within which the document is available. WHERE can the information be used: This is useful in cases of information of extreme confidentiality. This control can restrict usage of the information to only a pre-specified list of computers identified by the hardware or to a specific range of IP addresses or networks. Hence consider the case of a simple Workflow consisting of a document preparer (A) document reviewer (B) and document approver(c). The usage rights matrix for a downloaded document of such a workflow would typically look like - WHO WHAT WHEN WHERE User View rights Edit rights Print rights Distribute rights Date Embargo Location A Anywhere B Anywhere C (only after a certain date) Within the office IBM FileNet Can control access to information only when it resides within. Cannot change access rights on information post download. Cannot track usage of information post download. IBM FileNet integrated with Seclore FileSecure Can remotely control information. WHO, WHAT, WHEN, WHERE of Can change the controls on information post-distribution. Can track all authorized and unauthorized attempts on information. Is independent of mode of transfer & location of information. Page 4
5 In most cases the above usage rights are seamless and transparent to the end user. The user's experience, as long as his actions are permitted by the system is also exactly the same as before. Documents uploaded into IBM FileNet can be automatically protected based on the user and the location in which they are placed. The single sign-on mechanism allow users to access the documents without the overhead of yet another user ID and password. Directory service API CE API Content Engine (CE) Process Engine Application Engine Rendition Engine Seclore FileSecure Policy Server IBM - WAS Components of an integrated solution There are many different IBM components that an integrated solution can have. IBM WAS: The Seclore FileSecure Policy Server is required to run on a J2EE compatible web + application server. IBM's Websphere Application Server (WAS) with its innovative, performance based foundation to build, reuse, run, integrate and manage Service Oriented Architecture (SOA) applications and services makes it the perfect choice to run Seclore FileSecure Policy Server IBM LDAP Directory Service: The Seclore FileSecure Policy Server requires a user authentication service to authenticate users of protected documents. IBM's LDAP Directory Service with its user interface and web browser has an easy to configure and administer system. This makes it a very good LDAP system to integrate with Seclore's FileSecure Policy Server. IBM DB2 database: The Seclore FileSecure Policy Server requires a database system to store the encryption/decryption keys of documents and the rights that every user has on the documents. IBM DB2 with its deep compression technology and simplified administration leads to a tremendous performance gains for ever growing databases.. These features make it an ideal candidate to be integrated with Seclore FileSecure Policy Server. IBM FileNet : IBM FileNet is the leading Content Management System. Seclore FileSecure with its modular system is well suited to integrate with IBM FileNet and provide the much needed usage control rights for information which is outside of IBM FileNet 's perimeter. Seclore FileSecure server engine will directly interface with the Content Engine of IBM FileNet. Content Engine's comprehensive set of Java APIs provides a rich set of Java classes. These Java classes are used by Seclore FileSeucre to do a tight integration. Page 5
6 Benefits of IBM FileNet & Seclore-FileSecure integration Integrating Seclore FileSecure into IBM FileNet brings tremendous security & benefits to the enterprise. Seclore FileSecure provides complete and persistent usage control on information throughout its lifecycle. Security can now be ensured without compromising on the collaboration capabilities of IBM FileNet. One of the major benefits of Seclore FileSecure is its audit trailing mechanism. Seclore FileSecure can audit trail the usage of the information once it leaves IBM FileNet. Authorized actions as well as unauthorized attempts could be tracked across enterprise boundaries. This can help enterprises to adhere to regulatory and compliance frameworks like ISO, Sarbanes-Oxley & HIPPA for unstructured data control. Seclore FileSecure can also significantly lower costs and process delays associated with version control and document retention policies. With Seclore FileSecure, information can be shared with employees and business partners with no large additional investment in security systems. It increases revenues by preventing misuses, theft and leakage of paid content. Conclusion The integration of Seclore FileSecure with IBM FileNet makes information-centric security for all confidential content an achievable aim. The minimal cost and effort of having such a necessary and must-have feature outweighs the risks of losing sensitive information. Security and collaboration are usually considered mutually conflicting goals. Seclore FileSecure proves this to be a myth. About Seclore Seclore is a high growth security software product company promoted by IIT Bombay. Seclore's products FileSecure and InfoSource help mitigate the risk arising out of information breaches and regulatory non-compliance whilst enhancing collaboration. This is done by providing ubiquitous technology for information control within and outside of the enterprise which seamlessly works with existing infrastructure. It is easy to deploy & use and comes with pay-as-you-use pricing. Phone: Website: Page 6
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