Technical White Paper Digital Right Management

Documentum Technical White Paper Rights Management Solutions Protecting Content Within and Beyond the Enterprise September 3, 2002 Documentum Technical White Paper Rights Management Solutions 2 Contents Introduction ...................................................................................................................................................3 Beyond the “E” in ECM – The Connected Business Value Chain ..................................................................3 The Need to Extend the Control of Content ...................................................................................................4 Levels of Trust ..............................................................................................................................................4 Protection – Inside and Out............................................................................................................................5 Digital Rights Management...........................................................................................................................6 How it Works...............................................................................................................................................................................6 Where it is Used..........................................................................................................................................................................7 DRM Without ECM......................................................................................................................................................................7 DRM and Documentum.................................................................................................................................8 DRM as Part of a Structured Business Process ..........................................................................................................................8 Ad Hoc DRM...............................................................................................................................................................................9 Business Rights Management .....................................................................................................................10 Communication of IP Rights .....................................................................................................................................................11 Enforcement of IP Rights ..........................................................................................................................................................12 End-to-End IP Management .....................................................................................................................................................13 Where DRM and BRM Overlap....................................................................................................................14 Integrating Rights Management with Documentum......................................................................................14 Integrating DRM and Documentum ..........................................................................................................................................14 The Documentum DRM Framework .........................................................................................................................................15 Content Flow Through the DRM Framework .............................................................................................................................16 Integrating BRM and Documentum...........................................................................................................................................17 Related Technology ....................................................................................................................................18 Encryption .................................................................................................................................................................................18 Watermarking............................................................................................................................................................................18 Content Authentication..............................................................................................................................................................18 Summary.....................................................................................................................................................19 Documentum Technical White Paper Rights Management Solutions 3 Introduction This paper examines the role of rights management in today’s business environment, and how Documentum and various rights management solutions meet the needs of the enterprise. Rights Management is an emerging industry, and is just beginning to be defined and understood. This paper discusses the different facets of rights management, and describes how each facet relates to Enterprise Content Management (ECM) and to the business needs of Documentum’s customers. ECM customers are generally interested in two aspects of rights management: Digital Rights Management (DRM) and Business Rights Management (BRM). Because the industry is young these terms are often mixed together and confused. Within this paper DRM will refer to the technology and business processes by which content is securely distributed; BRM will refer to the technology and business processes by which intellectual property rights are communicated and upon which action can be taken. Rights management has become important to today’s enterprise because it is an enabling technology to help the organization communicate more effectively – with confidence and openness – and to reach beyond the traditional boundary of Enterprise Content Management. Beyond the “E” in ECM – The Connected Business Value Chain The greatest value of Enterprise Content Management can be realized when content management spans not just the enterprise but extends also to include the complete business value chain. Unstructured content is created and used within the organization, but it also flows in and out of the organization, to and from business partners. Partners in turn share information with their suppliers and distributors. For the connected business value chain to be effective the enterprise infrastructure must address these key areas: Internet Trust – Business partners must be confident in using the Internet to communicate and transfer information Content Authentication – The parties in the communication must be confident that the information they receive has not been altered or garbled Collaboration without Boundaries – A person in the organization must be able to collaborate on any content, whether the collaborators are internal or external to the enterprise Content Repository Access – Persons outside the organization need limited and restricted access to the vast amount of unstructured content stored within the enterprise Value Chain Knowledge Sharing – Collaborators need the ability to find all the relevant content to which they are entitled, irrespective of where it is found in the value chain Documentum Technical White Paper Rights Management Solutions 4 The Need to Extend the Control of Content The enterprise must reach beyond the traditional scope of Enterprise Content Management to enable vendors, distributors, contractors, regulators, and all other types of partners to share unstructured information within their entire value chain. To be effective the enterprise needs to control how content is authored and consumed, and by whom. Documentum controls access to documents within the repository with Access Control Lists (ACLs). The ACLs define “who” can do “what” to each and every object in the system. The “who” can be defined by individual user names, or by specifying entire groups of users. Membership in a group therefore implicitly controls what a user is allowed to do to objects in the repository. The “what” is defined through a permission list. The permission setting grants the authorized user permission to perform various actions. “Read” permission, for example, permits the user to read the contents of the document. “Write” permission allows the user to checkout the document for editing. When you think about this, however, the “read” permission does not actually prevent the user from modifying the exported document, or from saving it and using it outside the repository. “Read” permission simply prevents the user from changing the document that resides within the repository, for example by preventing modifications to the document metadata, or by preventing new versions from being checked-in. Documentum controls access to the content within it, but a document becomes unmanaged as soon as it is retrieved from the system. The user is trusted to use the document appropriately while it is out of Documentum’s control, and when they are finished with it the user is expected to resubmit the document to the repository so that Documentum can resume management. Levels of Trust It is not possible to operate an enterprise without a degree of trust in the employees and business partners. But what does it mean to trust a user? Users must be trusted to: Keep content from being distributed to unauthorized people Refrain from modifying the content without authorization Protect the content from being copied without authorization to a location where it can not be controlled State their true identity for authorized access, and abide by security measures Now, what happens when there is a breach of that trust? Knowing that a breach of trust is possible, how does the enterprise prepare for that possibility? The enterprise can act to mitigate the potential effects of a breach of trust, but there is usually a cost involved. For example, a company may decide not to contract out the manufacturing of certain components because it would require sharing trade secrets, but they will pay higher manufacturing costs as a result. The cost of this risk mitigation is paid through: Lost opportunity when business opportunities are just not worth the risk Inefficient communication when information is not shared freely with authorized people, for fear of a breach Documentum Technical White Paper Rights Management Solutions 5 A company must balance the risk of a potential breach against the real, guaranteed costs incurred when they try to protect themselves from a breach. Digital Rights Management can alter this equation to allow companies to explore new business opportunities and to communicate effectively with authorized people, without significantly increasing the risk of a breach of trust. Protection – Inside and Out Content must be managed according to the sensitivity of the information and the trust you have in the people with access to that information. Because Documentum secures content within the repository, breach of trust is most likely to occur outside of the Documentum environment. As with any IT system, however, certain employees are trusted not to abuse their administrative role. A potential breach of trust by IT staff could result in unauthorized access to content within the repository. Documentum can protect against this internal threat by encrypting content before it is stored in the repository, and then by decrypting it when an authorized user retrieves it. The external threat can be mitigated through the use of DRM technology to encrypt content as it is retrieved from the repository. Table 1 describes the role of encryption in repository storage and when exported from the system using DRM. Table 1: Encryption Inside and Outside the Repository Export (How content leaves the repository) Plain Encrypted Content is never encrypted. -High degree of trust of employees and partners, or -Content not very sensitive Content is stored plain but encrypted when it leaves the repository. -Content is company confidential, and sharing outside the company requires a high degree of trust in the recipient, or -Content is very sensitive and must be safeguarded against internal leaks Plain E.g.: most unstructured content in the enterprise E.g.: R&D results; confidential information shared under NDA Encrypted internally, but exported as a plain document. -The content is highly sensitive and prone to internal misuse, and -Internal access is limited to a small highly trusted group Content is always encrypted -Very sensitive content, or -Low level of trust both internally and externally, or -Strong obligation to safeguard secrets Storage (in the repository) Encrypted E.g.: Human Resources content; preliminary financial results before they are released. E.g.: classified government content Documentum Technical White Paper Rights Management Solutions 6 Digital Rights Management So how does DRM contribute to an ECM solution? DRM provides the ability to extend control of content outside the ECM repository. It typically uses encryption and the granting of licenses to control who has access to a document, and even exactly what they are allowed to do with that document. How it Works Securing a document with DRM is a multi-step process. Solutions vary, but most DRM solutions follow a process similar to the following, and as illustrated in Figure 1: 1. Author encrypts the content 2. Author distributes the encrypted content 3. Author defines a license to access the content 4. Author grants the license to a user, which is stored on a license server 5. Recipient attempts to access the content in a secure viewer/player 6. Viewer/player authenticates the user and connects to the license server to retrieve a decryption key 7. Content is decrypted and the viewer/player controls access to it according to the terms of the license Fig. 1: Typical DRM Architecture The licenses granted in a DRM solution can be very specialized. For example, licenses can operate only after a certain date. They can expire after a given date, or after a certain number of uses. They can restrict the users’ ability to screen grab, print, cut and paste, or edit the document. Licenses can also be revoked after they have been granted. These features mean that DRM can be used to guarantee that people are using the correct version of a document at the correct time. One other important feature of this architecture is that it provides the ability to audit how content is used. Some DRM vendors allow anonymous access to encrypted content. Even though a per-user license may not be used, the ability to collect metrics on how content is used can be very valuable. In effect, the DRM system closes the loop on the content value chain. Measuring real consumption is a step towards understanding the real benefit of the content you create. Distribute Content Grant /Define License License Secure Viewer /Player Decrypt Issue Key Authenticate License Server 1 2 3 5 6 6 7Documentum Technical White Paper Rights Management Solutions 7 Where it is used Most people became aware of the need for DRM when the major music companies sued Napster for infringing their intellectual property rights. It became apparent that in a world of digital production and distribution we needed a technology to secure content and to unlock it selectively – usually after the consumer has purchased a license through an e-commerce server. In spite of tremendous effort that has been applied to this problem we have not yet seen wide adoption of any particular solution. This has been in part due to the constraints of the technology, such as the requirement for the consumer to have a secure player, and also because the DRM solution providers have failed to partner effectively with the content creators and distributors. There has also been a consumer backlash – some illegitimate because DRM would prevent pirating, but also from concerns about unnecessarily restricting legitimate uses of content. Recently the DRM industry has begun to focus also on the Global 2000 market. DRM technology has the capacity to open new business opportunities for the enterprise, to enable more open and effective communication, and also to significantly reduce the organization’s exposure to risk. There are differences for the enterprise DRM customer than for the mass consumer, which result in lower entry barriers for DRM in the enterprise arena. These differences make DRM technology a practical consideration for the Global 2000 enterprise: The enterprise is a significant creator of content. Unlike the consumer media market, where DRM vendors need to recruit content providers, the enterprise already produces vast quantities of content that could benefit from DRM protection Since companies already have a trust relationship with their business partners and employees, there is a lower burden on the technology to ensure it is tamper proof. No technology is 100% secure, however the intended recipients of content in the enterprise are generally not expected to try to defeat the security measures provided by DRM with the same vigor as hackers in the general public. That is to say, the recipients of enterprise content are already trusted to a greater extent than the recipients of content intended for the masses The recipients of the content are generally known by name, so it is easier to ensure those recipients have an appropriate secure viewer/player for the content. It is also easier to include those named users in any manner of automated business process DRM without ECM The benefits of DRM are limited without an ECM system to manage the content: The source content is unmanaged. This means that the recipient of the secured content may not be able to know with certainty what the content is; for example whether it is the latest version of the file, or if it was a previous version. Without ECM the user must encrypt the document on their own, opening the possibility that the user could misrepresent the source of the content, or could make unauthorized changes to it before it is encrypted. DRM is not integrated into structured business processes. It cannot be used as an automatic workflow step. If the usage of the content is tracked in an audit log, this usage is not linked back to the complete history of the content stored within the ECM system. Documentum Technical White Paper Rights Management Solutions 8 DRM and Documentum Documentum already provides a number of capabilities to make content management efficient, effective, and secure across the entire business value chain: Content Authentication –Documentum Content Authentication Services uses digital signatures to guarantee that a document has not been modified, and that the sender is who they claim to be Encrypted Storage – with Documentum 5, sensitive information can be stored in an encrypted form when it is imported into the repository Federation of Repositories – Documentum can search across multiple Documentum repositories, and even across other types of repositories to provide a more complete view of an organization’s content Inter-enterprise Workflow – Documentum’s robust workflow engine can route documents to people or external workflow systems, allowing the Documentum workflow to participate in broader automated business processes Transformations – Documentum’s Content Rendition Services and Media Services products transform content into the secure format needed to transport it across the internet Syndication –Documentum Content Distribution Services pushes content to subscribers, who are external users. Collaboration – Documentum Team Manager allows project team members to collaborate and share information in an efficient and secure manner. DRM can be used within Documentum as part of a structured business process or on an ad hoc basis. There are differences in these approaches in regard to when and to whom licenses may be granted, as well as how the encrypted content will be distributed. When content is sensitive, the enterprise may elect to store the content in encrypted form while it is in the repository. The plain version may not exist at all, except when authorized people checkout the content for editing. Or if appropriate, the content could be decrypted for internal use but left encrypted when it is retrieved for external use. In this case the external user must obtain a license key using DRM in order to access the content. DRM as Part of a Structured Business Process DRM can be integrated into Documentum’s workflow to make it a transparent part of an automated business process. In these scenarios the workflow participants are usually identifiable ahead of time, making it easy for the DRM system to assign licenses for accessing content, and to perform user authentication. Ideally, DRM can be “configured” into the definition of the workflow process. For example, the steps in DRM described above can be fully automated, such as encryption of the content, assigning licenses to the users, and so on. The content can be distributed through workflow, too, as an attachment to a workflow router, or by posting the encrypted content to an ftp server or a Web site. Scenario: Standard Operating Procedures Pharmaceutical companies, as in most heavily regulated industries, use Standard Operating Procedures (SOPs) to manage every facet of their business. The SOPs detail the approved process by which drugs are made, how material Documentum Technical White Paper Rights Management Solutions 9 is handled, how product is packaged, etc. Because SOPs change from time to time there is a strong obligation on the company to ensure that everyone is working from the correct version of the document. As a further security precaution, the distribution of SOPs themselves can be controlled so that only the people with appropriate training and a legitimate need to know have access to the SOPs. Companies use Documentum’s workflow to manage the SOPs throughout their lifecycle. DRM can add value within this automated business process in a number of ways. DRM can control which people can view the SOPs so that only those with a legitimate reason can use the document. It can also revoke the ability to view a document at a specific time, or when a new version makes the existing one obsolete. This helps guarantee that the latest versions of the SOPs are being used. Moreover, this level of control can be exercised anywhere – even for SOPs that have been distributed to external business partners and are not part of the company’s direct IT infrastructure. Scenario: Contract Manufacturing Consider an organization that wishes to contract a part of their manufacturing process to a supplier. They have to share their trade secrets with the supplier, including designs and processes. These designs may be refined several times over the length of the contract. In order to limit the chance of an information leak and also to maintain physical control over every copy of the content, companies have relied on a paper-based process. DRM provides control over digital content so that a paper-based system is no longer required. DRM can effectively limit who has access to the content in the same way that limited paper copies do, without the high cost of managing the physical documents. When a revision is made to one of the documents, the DRM system can revoke the license to the old version, in effect “shredding” the digital file. Ad Hoc DRM Documentum users may also use DRM in ad hoc ways. In such cases the end users are not necessarily known up front. Furthermore, the recipients of the content may be external users to Documentum. The encrypted content may be distributed through any number of mechanisms, including e-mail, or by posting it to a Web site. Encrypted documents may be shared from one person to the next, meaning that requests for a license may come from unanticipated places. For ad hoc usage to be practical, it must be very simple for the user to employ the DRM technology. License creation and administration must be straightforward, and it must be easy to encrypt a document, bind it to a license, and then grant the license to a recipient. If it is available and easy to use, DRM can add a lot of value to normal business activities with little additional overhead. The following sections describe some scenarios where DRM can be applied in an ad hoc manner to common business practices. Scenario: Non-Disclosure Agreement Once an NDA is in place, a company will share confidential information that otherwise would not be shared. This requires a high degree of trust in the recipient not to mistreat the confidential information, and to protect it as if it were their own sensitive data. DRM can be used in these cases to prevent the information from falling into the wrong hands, either intentionally or simply though an indiscretion of the recipient. Furthermore, the risk of a leak can be minimized even more if the recipient is prevented from printing or copying the data in the document. Documentum Technical White Paper Rights Management Solutions 10 Documentum can keep track of the relationship between the shared material and the NDA under which it was shared. Then, if the NDA is terminated for any reason, it will be easy to revoke the licenses to the encrypted material, thereby effectively shredding the electronic copies of the documents. Scenario: Price Lists Price lists are often confidential information for use only within the company. Because they are frequently updated, ensuring that the current version of the price list is always used can be a problem. Providing staff with easy access to the price list so they can always get the information in a timely manner is also a challenge. These problems can be alleviated if a DRM encrypted version of the price list is distributed to the sales force. An unprotected copy would be managed by the repository while the price list was being formulated; then once finalized the price list would be secured in an encrypted form. Sales staff would be given a license to view the prices, but not to modify them. They could also be prevented from printing them. When a new version of the price list is issued, the license to the old version can be revoked. This will force the sales staff to obtain the newest version of the encrypted document from the repository, and will prevent old copies from being used inadvertently. Furthermore, if a sales person leaves the company their individual license can be revoked. This means that there is reduced danger of the price list falling into the hands of a competitor. Business Rights Management Business Rights Management is a broad term to describe the management of intellectual property rights. In the area of BRM the primary focus is on the communication of these rights through the business value chain. BRM is often referred to as Contract Rights Management or Intellectual Property Rights Management. In some cases the term DRM is also used; however in this white paper the term DRM is meant to refer only to the secure distribution of content, and not to the management of the rules that govern how intellectual property may be used. BRM is of particular concern to the Media and Entertainment industry. In M&E the intellectual property rights for media properties must be managed carefully – the licensing of IP rights, repackaging of media, and re-licensing yet again is at the heart of the industry. IP rights management is a core competency of the M&E industry, around which the M&E business value chain revolves. It is not just media companies that need BRM, however. Most enterprises handle material that is not their own intellectual property and they need to know how to manage this type of information. For example companies often license media for use on their Web site or in other promotional material. This material comes with a number of rights and obligations concerning how the material can be used, for how long and whether or not it can be redistributed. Every company has a need for BRM – to what degree depends on how deep their requirements are, and also of how complex it is to model the IP rights. It can be useful to think of BRM in a hierarchy of needs: 1. Communication of IP rights – Capturing the business rights and communicating them to content users helps people make good decisions about how to use the content. These rights can be very simple, or they can be extremely complex. 2. Enforcement of IP rights – Enforcing the rights associated with content. Automatic enforcement of rights is not practical except in very limited scenarios. An approval workflow can be used instead, whereby a subject matter expert can decide if a particular use of the content is appropriate. Documentum Technical White Paper Rights Management Solutions 11 3. End-to-End IP management – Managing the IP value chain from content author through to the content consumer. It covers the entire media lifecycle, through authoring, various kinds of uses, granting and regranntin of licenses, distribution, and consumption. At this level the BRM system connects to the enterprise’s ERP system, integrating functions like order management, pricing, and royalty calculation and payment. Communication of IP Rights For simple rights models the intellectual property rights for content can be modeled within Documentum. For example, consider a marketing department that licenses stock photography. When the images are acquired the organization is given a license document that defines their rights and obligations in legal terms. This document can be checked into the repository. In addition each image licensed under that agreement can be checked-in and associated with the license document. When you have an image you can always locate the license, or from the license you can locate all the media. This is useful when the license is about to expire and you want to assess the importance of renewing it by seeing all the media it affects, and all the ways the content is being used. It is usually impractical to have creative staff reading and interpreting legal documents. For simple rights models the pertinent information about the license can be entered into metadata fields, for example the copyright statement, restrictions on usage, and the expiry date of the license. When the rights model becomes complicated, however, it is not practical to store the rights information in related documents and in metadata fields. For complicated rights models BRM vendors provide tools to capture and express the rights. For example, an intellectual property right may be limited by geography or by distribution channel, and these rights can be expressed in many combinations, with special exceptions, exclusions, and generally mindnummbin complexity. When a creative person is asked to determine whether they can use content in a particular context they might not be able to find the correct answer. It is here that the BRM software simplifies the process by managing the rights information in a way that makes it easy to understand. It can be easier to implement a BRM system than to make it work effectively. Part of the fundamental problem in communicating rights is that the contracts are written in legal language, yet they need to be interpreted and enforced by lay people. The legal terms and conditions must be translated into a simple form without losing any salient information in the process. If a creative person looks at the rights information for some content but does not understand it, they are likely not to use the content at all. Instead of re-using it they create new content unnecessarily. Scenario: Analyst Research When a company purchases an analyst report, the analyst grants the company a limited license to use the research. For example, the company is not allowed to redistribute the report, and they may be restricted in providing even small quotations from it in marketing collateral, Web sites, sales presentations, and press releases. The company is within its rights, however, to distribute it to employees for their own internal use – it is in the company’s best interest to distribute the information internally as widely as possible. DRM provides the solution – at least for controlling the research document itself. A DRM solution, for example, could restrict read access only to employees, which would prevent the report from being leaked outside the company. But a sales person could still transcribe a juicy statistic into a sales presentation and then inadvertently breach the contract with the analyst. How then can a large company control how the research is used? How can they prevent a sales person from including it on a slide in a sales presentation? There is no perfect answer yet, but a system that marries the rights and obligations concerning content to the content itself could be used to communicate clearly what the rules are for Documentum Technical White Paper Rights Management Solutions 12 using content. And clearer communication about rights and obligations will reduce the risk of not complying with the content’s license. Enforcement of IP Rights Rights enforcement can be automated if the rights models are relatively simple and if the rights are expressed in a manner by which they can be unambiguously interpreted. This is a tall order. Unambiguous rights expression could be achieved if all the content fell into very well defined categories. A contract or agreement would probably exist to describe the categories and the content handling rules for each. Then a system could be designed and built to implement the rules for each category. Alternatively, a person must be involved to make a judgment about how content can and will be used. The previous section discussed the need for clear communication of the rights for content, so that a content user could make a decision on their own about the content usage. To enforce IP rights, the organization must add an impartial arbiter to the workflow – someone with domain expertise, who is able to make a judgment call about the legality of using content for a particular purpose. Automatic Rights Enforcement Automatic rights enforcement would be ideal if the rights models were simple enough to implement. We could define a pay-per-use model, for example, requiring a prescribed fee and granting access to content for a specified period. The content management system needs to store metadata about the content so that the rights model’s business rules can be followed. In this case, we need to store metadata to indicate which rights model pertains to the content, what the access fee is supposed to be, and for how long access should be granted. In general the rights models must be pre-defined and well understood by all parties, and whatever content-specific data is needed to enforce the rights model will need to be stored as metadata in the content management system. If the rights model is simple enough to be enforced through DRM technology, then metadata can be used by a DRM system to enforce the rights model. Rights Review and Usage Approval When IP Rights cannot be enforced automatically, it may be beneficial to guarantee compliance with the rights by using an approval workflow. Figure 2 illustrates a sample workflow to approve how content will be used. The creative person initiates the workflow when they decide to use the content. As part of the creation process the user creates a Bill of Material, identifying all of the content that was to create the finished piece. The creative user describes how they plan to use the content, and the request is routed to the legal department. Because the contract governing how the content can be used is linked to the content inside the content management system, the legal reviewer can use the bill of material to call up the contracts, view the content, and review the proposed usage. The legal reviewer then authorizes the use or rejects it with an explanation. A workflow like this is pragmatic if there is a high cost to non-compliance with the content’s license and if it is difficult to express the rights in lay terms. Documentum Technical White Paper Rights Management Solutions 13 Fig. 2: Sample Documentum Rights Approval Workflow End-to-End IP Management The deepest levels of BRM provide end-to-end management of IP rights. In addition to tracking and communicating rights, and potentially enforcing those rights when the content is used, the BRM system can also track this usage and link it through the entire supply chain. The Documentum and BRM systems provide the environment to manage and create digital content, and to distribute it as a finished product: Content that is provided from sources external to the enterprise is imported into Documentum to store it, secure access to it, and to make it available for authorized use within the organization. Internally authored content is stored and versioned within the repository. Metadata is used to manage it in projects that are shared within the workgroup. External content stored in the repository can be combined and packaged with internally created content to create a finished product. The finished product is routed through creative approval workflow and is reviewed for legal compliance against the rights stored within the BRM system. Information about how the digital product was created is given to the BRM system. The system can calculate the cost-of-goods for the finished product including royalty payments for externally provided content. At this level of BRM there is a need for extensive integration between the content management system and other business systems, such as ERP. Users can interact with the content through the Documentum system to create, manage, and distribute it; and they can manage the rights and the entire business process through the normal business system interfaces. Documentum Technical White Paper Rights Management Solutions 14 Where DRM and BRM Overlap There is an overlap between DRM and BRM at the point where DRM is required to enforce the rights communicated through BRM. Enterprises have need for both aspects of rights management, although in most cases specific business problems require only one or the other. To use BRM information effectively in a DRM system, the rights models must be clearly defined and parameterized. The rights must be described in a formal way, for example, using a rights expression language. Alternatively, a person must interpret the business rights granted to them for a particular piece of content, and then configure the licenses in the DRM system to ensure they comply with the business rights when the content is redistributed. Integrating Rights Management with Documentum DRM, which enables secure inter-enterprise communication, complements Documentum’s Collaboration tools. Documentum already provides many features that facilitate the connected business value chain. These features and the ability to integrate easily make Documentum an ideal platform upon which to add DRM or BRM. Integrating DRM and Documentum There are many ways DRM can be integrated into Documentum. Some of the key integration points between DRM and Documentum are: Workflow – Content can be encrypted automatically as part of a well-defined workflow. The workflow can be used to route content to participants, and with Inter-Enterprise Workflow Services the participants can include external business partners, too. Web Publishing – Documentum’s Web publishing solutions can be used as a means to distribute secured content without risk of a breach. The secured content can be pushed outside the firewall using Documentum Site Caching Services, where it can be accessed by business partners if they are authenticated by the DRM server. Content Distribution Services – Documentum’s Content Distribution Services (CDS) syndicates content to multiple partners or channels. Used with DRM, CDS provides an easy way to distribute the content without jeopardizing its security. Authentication and Permissions – The DRM system can authenticate Documentum users, so that there is one place to manage user groups and permissions. The DRM system can determine to whom a license should be granted and which features to enable for each user, based on the Access Control List of either the secured or unsecured document in the repository. Repository Access – The DRM system needs to access unsecured and secured content within the repository. In addition, the DRM system could register interest in events within the repository, for example to allow a license for old content to be revoked automatically whenever a new version of the content is created. Documentum Technical White Paper Rights Management Solutions 15 The Documentum DRM Framework Documentum has defined a framework for DRM integration. This framework provides a number of important advantages for Documentum customers: Integration to the DRM system follows an endorsed methodology, reducing the risk of needing to re-deploy the integration when new versions are created DRM functions are accessible from the standard Documentum interfaces, and from structured business processes such as lifecycles and workflow Multiple DRM solutions can co-exist at the same Documentum installation, allowing customer to select best-ofbrree DRM technology that meets the needs of their business problem and that is appropriate for each file format they want to secure The DRM solution works seamlessly with Documentum Collaboration tools, ensuring that the DRM license server and collaboration products inter-operate and work off a common directory of collaboration participants The DRM system can react to changes to the content within Documentum, such as edits to metadata, promotion to a new lifecycle state, or when a new version of the content is checked-in Fig. 3: The Documentum DRM Framework Figure 3 illustrates the DRM framework. It consists primarily of these architectural components: Directory Service – The Directory Service is the reference point to validate all users and groups that participate in the enterprise content value chain. Collaboration tools can use the Directory Service to correctly identify the recipients of the content. The DRM system uses the Directory Service to authenticate the users when decrypting secure content. User Directory Encryption Licenses Secure Viewer Delivery Documentum Content Server Documentum Component Audit Log DRM Component UserDocumentum Technical White Paper Rights Management Solutions 16 License Management Service – This service passes to the DRM system requests to grant access to secure content. These requests can be issued implicitly when content is encrypted, as part of an automated process, or through interaction with the user. The service also notifies the DRM system when changes are made to the content, such as when new versions are checked-in. Encryption Service – The encryption service allows Documentum to secure a document using a DRM mechanism that is appropriate to the file format and business problem being addressed. The encrypted document can be stored back into the repository as a related object, or it can be immediately distributed using Documentum’s collaboration tools. Audit Service – Access to the secure content is logged by the DRM system into the Documentum Audit Service where it is merged with the history that is stored for every object. Content Flow through the DRM Framework Figure 4 illustrates one secure content flow scenario where content flows through the business value chain using Documentum’s DRM Framework. The process works as follows: 1. Content contributors create content and check it into the repository where it can be managed. In this scenario the members of the workgroup are permitted to review it and update the repository using plain versions of the content. 2. At some point in the document lifecycle, Documentum secures the content using the DRM framework’s encryption service. The encrypted content is returned to the repository where it is managed as a related object to the unencrypted source document. 3. The secured document is distributed to other users via one of Documentum’s distribution mechanisms, such as Team Manager, Inter-Enterprise Workflow Services, or Content Exchange Services. 4. At another point in the workflow, at a change in the object’s lifecycle state, or perhaps through a user request, Documentum asks the DRM system to grant a license for the encrypted content. Documentum specifies the type of license, the users that need access, and the content to which the license will apply. 5. When a user attempts to access the content, the DRM system will authenticate them against the Directory Service. The users will only be permitted to perform the actions granted to them in the license. 6. The license server records the users’ access to the content in Documentum’s audit log service. Documentum Technical White Paper Rights Management Solutions 17 Fig. 4: Secure Content Flow Integrating BRM and Documentum Documentum is also a good platform to solve BRM problems and to integrate systems that manage business rights: XML Management – Documentum’s advanced XML capabilities facilitate integration with BRM systems, making it easy to import and export rights-related metadata. Extensible Field Metadata – Objects in Documentum can be sub-classed so they can be given any number of metadata fields, for example to capture and convey rights information. Object Relationships – Associations between content can be created, allowing the system to track how one piece of content is related to another. This is useful when content is derived from other content, or to associate content to a legal document that describes its IP rights. Lifecycles and Workflow – Lifecycles and workflow enable business processes to be automated, and also allow multi-disciplinary teams to work on the same content. For example, workflow allows a legal reviewer to participate in the content creation process. When finished content is promoted to a new lifecycle state the system can automatically pass information about the content to a BRM or ERP system. External Partner DRM SystemUser Directory Delivery Documentum Content Server Internal Workgroup Author Author /Reviewer /Collaborator Recipient Recipient Recipient Encrypt License Audit Authenticate & Allow Decryption Check-in Start WorkflowDocumentum Technical White Paper Rights Management Solutions 18 Related Technology There are other technologies that are related to, and often confused with DRM and BRM. These technologies are complementary and are part of the larger set of solutions that comprise DRM and BRM. Encryption Encryption is obviously an important part of DRM, but on its own it addresses different needs. As discussed above, Documentum can secure content with encryption as it resides within the repository. In addition encryption can secure transmission of content across an insecure channel. When the content is decrypted at the receiving end there is no control over how the content is used. People commonly use encryption, often without their knowledge. For example, Web browsers and secure Web servers automatically encrypt content through the use of Secure Sockets Layer and the https protocol. Encryption is an important tool, therefore, to achieve Internet Trust, a key element needed for an effective business value chain. Watermarking There are two kinds of watermarking: visible and invisible. Watermarking takes its name from the watermarks placed on paper, to help authenticate the paper. For example, most paper currency contains watermarks to make it difficult for someone to counterfeit the money. Invisible watermarks in content provide a similar function. Watermarks may contain content identification information, such as a UMID (Universal Media Identifier). The watermark information can be encrypted or digitally signed to make it difficult for someone to spoof the content’s identity. Invisible watermarks rely on a well-known convention to decode the embedded watermark. Visible watermarks distort the content to make it unusable for certain purposes or to make it patently obvious where the content came from. Visible watermarks are useful when you want to widely release sample content but you want to make it inappropriate for anyone to use it. Visible watermarks can also be used to brand content. A widely used example of this are the “bugs” that television broadcasters place in the comer of the screen to identify their broadcast content versus commercials or content aired from other sources. Documentum can create watermarked renditions of content using Media Services. Content Authentication Content authentication ensures the recipient that the content has not been tampered with, and the author of the content is who they claim to be. Content authentication enables recipients of content to ensure the authenticity of electronic documentation and the integrity of the business processes associated with content creation, modification, and approval. Trustworthy electronic signatures and a secure audit trail together provide strong evidence of “who did what and when they did it,” as required by good business practices. These services are particularly important as collaborative e-business activities drive increasing dependence on trusted electronic content as a part of normal business operations. Documentum ensures the authenticity of distributed content through Content Authentication Services. Documentum Technical White Paper Rights Management Solutions 19 Summary Rights management is an enabling technology to help the organization communicate more effectively and to reach beyond the traditional boundary of Enterprise Content Management. Rights management technology focuses on both the secure distribution and access to content (DRM) and the communication of rights (BRM) to enable business decisions to be made. Organizations can collaborate more effectively when they can do so in an environment of trust and managed risk. DRM provides the ability to extend control of content outside the ECM repository, which allows the company to pursue business opportunities that would otherwise be too risky. Business rights can be managed within Documentum when they are straightforward. For complicated rights models BRM vendors provide tools to help record and communicate the rights and obligations that pertain to content. DRM and BRM are nascent; that is, the technology and solutions are relatively new and are still being defined. There are many vendors participating in the market, and no one vendor has yet to attain a significant market advantage. DRM technology, in particular, is now seen as being a key enabler for the enterprise – particularly when used in conjunction with enterprise content management. Documentum provides an ideal platform upon which DRM and BRM can be delivered to the enterprise. Rights management complements Documentum. It extends Enterprise Content Management through the entire business value chain, and it helps knowledge workers make better, more efficient use of the content already under management within the Documentum system. Documentum has a DRM Framework within which DRM vendors can integrate to the Documentum platform. This framework benefits customers because it allows them to select best-of-breed DRM technology to fit their business problem and the file formats that they use. It also provides standard ways to invoke DRM through Documentum interfaces and business processes. About Documentum Documentum provides enterprise content management software solutions to more than 1,500 of the largest businesses in the world. The company brings intelligence and automation to the creation, management, personalization, and distribution of vast quantities and types of content — documents, Web pages, XML files, rich media — in one common content platform and repository. The Documentum platform makes it possible for companies to distribute content globally across all internal and external systems, applications, and user communities — all while maintaining brand and user experience. We put content to work by delivering the right content to the right user at the right time. For more information about Documentum, call 800.607.9546 (outside the U.S.: +1.925.600.6754) or visit us online at www.documentum.com Documentum, Inc. 6801 Koll Center Parkway Pleasanton, CA 94566-7047 phone (925) 600-6800 fax (925) 600-6850 www.documentum.com © 2002 Documentum, Inc. All rights reserved. Documentum, and the corporate logo are trademarks or registered trademarks of Documentum, Inc. in the United States and throughout the world. All other company and product names are used for identification purposes only and may be trademarks of their respective owners. Documentum cannot guarantee completion of any future products or product features mentioned in this document, and no reliance should be placed on their availability. Printed in the U.S.A. 60280902V1