By Martin Abrahams-Oracle on Jun 08, 2010
One of the main leak prevention controls that customers are looking for is clipboard control. After all, there is little point in controlling access to a document if authorised users can simply make unprotected copies by use of the cut and paste mechanism.
Oddly, for such a fundamental requirement, many solutions only offer very simplistic clipboard control - and require the customer to make an awkward choice between usability and security.
In many cases, clipboard control is simply an ON-OFF option.
By turning the clipboard OFF, you disable one of the most valuable edit functions known to man. Try working for any length of time without copying and pasting, and you'll soon appreciate how valuable that function is.
Worse, some solutions disable the clipboard completely - not just for the protected document but for all of the various applications you have open at the time. Normal service is only resumed when you close the protected document. In this way, policy enforcement bleeds out of the particular assets you need to protect and interferes with the entire user experience.
On the other hand, turning the clipboard ON satisfies a fundamental usability requirement - but also makes it really easy for users to create unprotected copies of sensitive information, maliciously or otherwise. All they need to do is paste into another document.
If creating unprotected copies is this simple, you have to question how much you are really gaining by applying protection at all. You may not be allowed to edit, forward, or print the protected asset, but all you need to do is create a copy and work with that instead. And that activity would not be tracked in any way.
So, a simple ON-OFF control creates a real tension between usability and security. If you are only using IRM on a small scale, perhaps security can outweigh usability - the business can put up with the restriction if it only applies to a handful of important documents. But try extending protection to large numbers of documents and large user communities, and the restriction rapidly becomes really unwelcome.
I am aware of one solution that takes a different tack. Rather than disable the clipboard, pasting is always permitted, but protection is automatically applied to any document that you paste into.
At first glance, this sounds great - protection travels with the content. However, at any scale this model may not be so appealing once you've had to deal with support calls from users who have accidentally applied protection to documents that really don't need it - which would be all too easily done. This may help control leakage, but it also pollutes the system with documents that have policies applied with no obvious rhyme or reason, and it can seriously inconvenience the business by making non-sensitive documents difficult to access. And what policy applies if you paste some protected content into an already protected document? Which policy applies?
There are no prizes for guessing that Oracle IRM takes a rather different approach.
Oracle IRM balances usability and security for clipboard control
Oracle IRM offers a spectrum of clipboard controls between the extremes of ON and OFF, and it leverages the classification-based rights model to give granular control that satisfies both security and usability needs.
Firstly, we take it for granted that if you have EDIT rights, of course you can use the clipboard within a given document. Why would we force you to retype a piece of content that you want to move from HERE...
If the pasted content remains in the same document, it is equally well protected whether it be at the beginning, middle, or end - or all three. You can see this in action in the middle of our video demonstration.
So, the first point is that Oracle IRM always enables the clipboard if you have the right to edit the file.
Secondly, whether we enable or disable the clipboard, we only affect the protected document. That is, you can continue to use the clipboard in the usual way for unprotected documents and applications regardless of whether the clipboard is enabled or disabled for the protected document(s). And if you have multiple protected documents open, each may have the clipboard enabled or disabled independently, according to whether you have Edit rights for each.
So, even for the simplest cases - the ON-OFF cases - Oracle IRM adds value by containing the effect to the protected documents rather than to the whole desktop environment.
Now to the granular options between ON and OFF.
Thanks to our classification model, we can define rights that enable pasting between documents in the same classification - ie. between documents that are protected by the same policy. So, if you are working on this month's financial report and you want to pull some data from last month's report, you can simply cut and paste between the two documents. The two documents are classified the same way, subject to the same policy, so the content is equally safe in both documents. However, if you try to paste the same data into an unprotected document or a document in a different classification, you can be prevented.
Thus, the control balances legitimate user requirements to allow pasting with legitimate information security concerns to keep data protected.
We can take this further. You may have the right to paste between related classifications of document. So, the CFO might want to copy some financial data into a board document, where the two documents are sealed to different classifications. The CFO's rights may well allow this, as it is a reasonable thing for a CFO to want to do. But policy might prevent the CFO from copying the same data into a classification that is accessible to external parties.
The above option, to copy between classifications, may be for specific classifications or open-ended. That is, your rights might enable you to go from A to B but not to C, or you might be allowed to paste to any classification subject to your EDIT rights.
As for so many features of Oracle IRM, our classification-based rights model makes this type of granular control really easy to manage - you simply define that pasting is permitted between classifications A and B, but omit C. Or you might define that pasting is permitted between all classifications, but not to unprotected locations. The classification model enables millions of documents to be controlled by a few such rules.
Finally, you MIGHT have the option to paste anywhere - such that unprotected copies may be created. This is rare, but a legitimate configuration for some users, some use cases, and some classifications - but not something that you have to permit simply because the alternative is too restrictive.
As always, these rights are defined in user roles - so different users are subject to different clipboard controls as required in different classifications.
So, where most solutions offer just two clipboard options - ON-OFF or ON-but-encrypt-everything-you-touch - Oracle IRM offers real granularity that leverages our classification model. Indeed, I believe it is the lack of a classification model that makes such granularity impractical for other IRM solutions, because the matrix of rules for controlling pasting would be impossible to manage - there are so many documents to consider, and more are being created all the time.