Most frequent discussions in regards to corporate security include hacking, ransomware, and technology leaks. Among these, there is a specific moment that companies view with the utmost sensitivity: the moment when employees leave the organization.
Departing employees are already intimately familiar with internal systems and workflows, and they know exactly which data is critical. Therefore, if such an employee attempts a data leak or deletes vital documents, it can lead to consequences ranging from minor operational disruptions to significant financial losses.
To address such issues, companies have been investing in diverse solutions such as DRM (encryption) , DLP (detection of anomalous behavior) and so on. Unfortunately, security incidents continue to occur.
In reality, it is challenging for any organization to adopt petfect solution for diverse work environments.
In this post, we will summarize the concepts and roles of DRM and DLP, and examine the strengths of the Document Centralization Solution in securely protecting documents from security threats posed by departing employees.
What are DRM and DLP?
DRMย (Digital Rights Management)
DRM is a solution that manages and protects usage rights by encrypting digital content stored on individual PCs. By encrypting data in real-time at the moment of creation and storage, it controls the scope of access so that unauthorized users cannot open or modify files. In essence, it is a security technology focused on protecting the content of the document itself.
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DLPย (Data Loss Prevention)
DLP is a solution that monitors the movement paths of data stored on individual PCs to detect and block information from being leaked externally. Additionally, it can track document usage history, allowing organizations to verify the leak path and use it as evidence if an incident occurs.
Both DRM and DLP are well-known solutions that play key roles in controlling data leaks caused by departing employees.
Roles of DRM and DLP for controlling data leaks by departing employees
While DRM and DLP play significant roles in preventing leaks, there are several factors to take into account when managing risks of departing employees.
Management Factors to Consider in DRM Environment
๐ Difficulty in Tracking Mass Export Attempts As departing employees possess their permission rights until the final offboarding is complete, it is difficult to detect if they access or copy documents in bulk during this period. Even if this feature is included, it only allows detection while immediate blocking remains difficult. ๐๏ธ Limitations in Controlling Document Deletion or Damage Since DRM is focused on protecting document contents, a separate management framework may be required for situations where a user deletes entire work folders or arbitrarily modifies documents. |
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Management Factors to Consider in DLP Environment
๐ Possibility of Circumvention DLP has inherent limitations in that data can be leaked through physical methods, as it does not encrypt the documents themselves or store data exclusively in a single location (Central Server). For example, if a hard disk is removed from a PC and converted into an external drive format, the embedded DLP agent fails to function, allowing for potential data leaks. ๐๏ธ Limitations in Controlling Document Deletion or Damage Similarly, as DLP focuses on preventing data exhilaration, it is common to adopt a separate document management solution to address scenarios where users delete documents or change their content. |
DRM and DLP play a highly important role in preventing document leaks. However, to control the deletion and modification of documents, an additional management framework may be necessary.
The Most Reliable Way to Strengthen Security for Departing Employees: Document Centralization Solution
Document Centralization Solution is a method of creating, storing, and managing all business documents on a central server. Original documents do not remain at employeeโs local PC; files exist only on the server. Because all documents and their utilization are monitored from a central point, security threats are controlled most effectively.
How does it control departing employees?
๐๏ธ Controlling Document Storage Paths Since saving documents to personal PCs, USBs, or external hard drives is prohibited, leaks through alternative storage paths are blocked. Furthermore, even after an employee leaves, the documents remain preserved on the central server. |
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๐ Immediate Revocation of Access Rights By integrating the HR system with the organizational chart, access rights of the corresponding account are automatically blocked as soon as the retirement is processed. This eliminates the risk of leaks occurring on the day of resignation due to delays in processing by HR managers. |
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๐จ Notifications for Mass Export Attempts Alert is sent if an export attempt exceeds the download limit set by the administrator. The account is then automatically locked, effectively blocking mass exports by departing employees. |
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โป๏ธ Restoration of Deleted or Damaged Documents Modification history of every document is recorded in versions, and deleted documents are moved to a trash bin that only administrators can empty. Documents intentionally deleted or damaged before resignation can fully be restored by administrator, allowing immediate response to document loss. |
Document Centralization Solution manages documents as organizational assets rather than individual ones, preventing leaks and losses by retirees to ensure the business environment remains secure even after their departure. This is precisely why many companies choose to adopt Document Centralization Solution.
Most frequent discussions in regards to corporate security include hacking, ransomware, and technology leaks. Among these, there is a specific moment that companies view with the utmost sensitivity: the moment when employees leave the organization.
Departing employees are already intimately familiar with internal systems and workflows, and they know exactly which data is critical. Therefore, if such an employee attempts a data leak or deletes vital documents, it can lead to consequences ranging from minor operational disruptions to significant financial losses.
To address such issues, companies have been investing in diverse solutions such as DRM (encryption) , DLP (detection of anomalous behavior) and so on. Unfortunately, security incidents continue to occur.
In reality, it is challenging for any organization to adopt petfect solution for diverse work environments.
In this post, we will summarize the concepts and roles of DRM and DLP, and examine the strengths of the Document Centralization Solution in securely protecting documents from security threats posed by departing employees.
What are DRM and DLP?
DRMย (Digital Rights Management)
DRM is a solution that manages and protects usage rights by encrypting digital content stored on individual PCs. By encrypting data in real-time at the moment of creation and storage, it controls the scope of access so that unauthorized users cannot open or modify files. In essence, it is a security technology focused on protecting the content of the document itself.
ย
DLPย (Data Loss Prevention)
DLP is a solution that monitors the movement paths of data stored on individual PCs to detect and block information from being leaked externally. Additionally, it can track document usage history, allowing organizations to verify the leak path and use it as evidence if an incident occurs.
Both DRM and DLP are well-known solutions that play key roles in controlling data leaks caused by departing employees.
Roles of DRM and DLP for controlling data leaks by departing employees
While DRM and DLP play significant roles in preventing leaks, there are several factors to take into account when managing risks of departing employees.
Management Factors to Consider in DRM Environment
๐ Difficulty in Tracking Mass Export Attempts
As departing employees possess their permission rights until the final offboarding is complete, it is difficult to detect if they access or copy documents in bulk during this period. Even if this feature is included, it only allows detection while immediate blocking remains difficult.
๐๏ธ Limitations in Controlling Document Deletion or Damage
Since DRM is focused on protecting document contents, a separate management framework may be required for situations where a user deletes entire work folders or arbitrarily modifies documents.
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Management Factors to Consider in DLP Environment
๐ Possibility of Circumvention
DLP has inherent limitations in that data can be leaked through physical methods, as it does not encrypt the documents themselves or store data exclusively in a single location (Central Server). For example, if a hard disk is removed from a PC and converted into an external drive format, the embedded DLP agent fails to function, allowing for potential data leaks.
๐๏ธ Limitations in Controlling Document Deletion or Damage
Similarly, as DLP focuses on preventing data exhilaration, it is common to adopt a separate document management solution to address scenarios where users delete documents or change their content.
DRM and DLP play a highly important role in preventing document leaks. However, to control the deletion and modification of documents, an additional management framework may be necessary.
The Most Reliable Way to Strengthen Security for Departing Employees: Document Centralization Solution
Document Centralization Solution is a method of creating, storing, and managing all business documents on a central server. Original documents do not remain at employeeโs local PC; files exist only on the server. Because all documents and their utilization are monitored from a central point, security threats are controlled most effectively.
How does it control departing employees?
๐๏ธ Controlling Document Storage Paths
Since saving documents to personal PCs, USBs, or external hard drives is prohibited, leaks through alternative storage paths are blocked. Furthermore, even after an employee leaves, the documents remain preserved on the central server.
ย
๐ Immediate Revocation of Access Rights
By integrating the HR system with the organizational chart, access rights of the corresponding account are automatically blocked as soon as the retirement is processed. This eliminates the risk of leaks occurring on the day of resignation due to delays in processing by HR managers.
ย
๐จ Notifications for Mass Export Attempts
Alert is sent if an export attempt exceeds the download limit set by the administrator. The account is then automatically locked, effectively blocking mass exports by departing employees.
ย
โป๏ธ Restoration of Deleted or Damaged Documents
Modification history of every document is recorded in versions, and deleted documents are moved to a trash bin that only administrators can empty. Documents intentionally deleted or damaged before resignation can fully be restored by administrator, allowing immediate response to document loss.
Document Centralization Solution manages documents as organizational assets rather than individual ones, preventing leaks and losses by retirees to ensure the business environment remains secure even after their departure. This is precisely why many companies choose to adopt Document Centralization Solution.