Document marking tools do not provide an additional layer of protection. However, they greatly simplify the investigation of incidents related to the copying and publication of documents. The Virtual Data Room allows the classification of documents with the possibility of applying the corresponding permanent watermarks.
Necessity to Use the Platform
Delivery of a document to an external user begins with uploading the document to the virtual room. Already at this stage, you can weed out the lion's share of solutions that transmit data using only SSL encryption. This level of protection today is not enough for critical documents. In this regard, most modern online data rooms put to use end-to-end encryption to provide maximum protection against MiTM attacks. End-to-end encryption helps to ensure that intruders cannot access data via the server through which information is exchanged.
Although the technology has been around for decades, end-to-end encryption has not been widely adopted for several reasons. First, service providers benefit from analyzing user behavior for advertising purposes. Secondly, the implementation of end-to-end encryption creates additional complexity and costs associated with the development and support of Internet services. That is why the use of a network data room is still a necessary step to protect the organization's critical data.
Working with Data inside the Online Data Room and Labeling Documents
The network data room has long ceased to be just a means of storing and delivering documents. Modern solutions offer built-in viewers for documents placed in the platform directly in the browser. It's no secret that effective means of preventive protection of documents from screenshots. However, some tools can greatly simplify the procedure for investigating incidents related to unauthorized use or publication of a document. One such means is watermarking with information about the recipient of the document. Watermarks can be visible or hidden.
In addition to the built-in viewers, the considered the software has tools for applying watermarks (marking) to documents. Although this tool is not an effective means of protecting against screenshots, it will significantly complicate the task for an attacker. "Hide tags", which are hardly noticeable to the user, in the case of publication of photocopies, will allow determining the source of information leakage.
Loading a Document in a DRM Container
If the functionality of the built-in online viewer is not enough, the network data room may include the ability to download a DRM-protected document, which fully replaces AD RMS and Oracle IRM. In the presence of DRM protection, the owner of the document can prohibit editing and copying the contents of the document to the clipboard, as well as the ability to extract the document from the protected capsule.
Uploading Documents When They Are Uploaded by an External Recipient to the Platform
The online data room should have built-in tools for viewing data placed in it directly in the browser, without the need to install third-party software on the devices of external customers. When discussing ways to protect documents in the platform, it should be taken into account that file exchange implies the ability to upload documents with changes made to them by an external user back to the software. There may be additional risks associated with the fact that an external user tries to download files by connecting to an insecure network where attackers listen in on the traffic.