Information confidentiality is vital in any environment, and data protection is, without a doubt, a must. Targeting any type of organization, be it commercial or educational, Microsoft Rights Management sharing application (formerly Rights Protected Folder Explorer) or, in short, RMS, relies on the Azure Rights Management policies to make it possible for you to protect sensitive information and set document access permissions for specific users.
Installation is a breeze, but a restart is required before using the app. You can protect both Office documents and pictures with RMS, just by right-clicking on the desired file and navigating to the newly created menu item.
The Microsoft Rights Management sharing application is capable of implementing so-called 'company-defined protection'. To be more specific, this means that any protected document is marked as confidential and can only be opened by authorized users (with email addresses that are registered to the company's domain). Optionally, you can make the file read-only; in this case, not only that users cannot copy or print the content, but they cannot modify it as well.
Custom permissions can also be created. You can specify several email addresses and define rights for each. There are various options to choose from, namely viewer (view only), reviewer (view and edit), co-author (view, edit, copy and print) and co-owner (all permissions are granted, including protection removal).
Provided Outlook is installed on your PC, you can easily share a protected file, either using the dedicated option in the right-click menu or by using the Outlook add-in that is deployed with the package.
Last, but not least, the RMS application also comes with document tracking capabilities. The document owner can navigate to the registered account (Azure RMS and AD RMS are also supported) to view shared files and check successful and failed attempts to open them (a list, a timeline, and a map are displayed). RMS can be configured to send you email notifications whenever a user tries to access a protected file.
Used together with the Office suite, Microsoft Rights Management sharing application adds an extra layer of protection to your documents, granting you full control over the file permissions.
Furthermore, it enables you to see who tried to open a specific file and revoke a user's access with just a click. File sharing via email is an option conveniently placed in the context menu of a file, so working with Outlook is even easier.