How to implement effective digital rights management

What is digital rights management?

Digital rights management (DRM) refers to the technologies, policies, and processes that protect your digital content from unauthorized use, modification, and distribution.

Key components of a DRM system include encryption, access control, license management, authentication, and monitoring and reporting. These elements safeguard intellectual property, maintain compliance, and secure digital files.

If you’re looking to adopt a solution to manage digital rights and assets, you can choose from bespoke DRM platforms or comprehensive digital asset management (DAM) systems.

Why is digital rights management important?

DRM protects your brand’s valuable assets by maintaining their integrity and controlling their distribution.

• Protecting intellectual property: An effective DRM helps secure intellectual property by encrypting your digital assets, making it challenging for unauthorized users to access or distribute them. DRM solutions also allow administrators to set permissions that outline who can view, edit, or share digital content.
• Securing assets: A DRM protects your files through robust encryption and authentication mechanisms, reducing vulnerabilities to cyber attacks, data breaches, or loss of confidential information.
• Tracking usage: DRM systems track and report on the usage of digital assets, providing insights into access patterns and user behavior. Tracking allows you to identify patterns of misuse and make informed decisions about asset management and distribution.

Implementing a robust DRM system gives you control of your assets to help protect your revenue streams and safeguard your brand’s creative and innovative efforts.

How does DRM work?

DRM combines multiple mechanisms to protect digital content. This setup secures your digital assets — only authorized individuals can access and use them according to your company’s specific guidelines.

Encryption: How can we keep the information secret?

Encryption converts data into an unreadable format to guarantee its confidentiality. This is a fundamental component of DRM and provides a robust layer of security that helps prevent unauthorized individuals from accessing or distributing protected content.

In the context of DRM, encryption secures digital content by transforming it into a coded format that can only be accessed by authorized users with a decryption key. This ensures that even if an asset is intercepted or accessed without permission, the unauthorized user can’t read it, and it remains safe.

Authentication: Who are you?

Authentication verifies the user’s identity — it ensures that only legitimate individuals can access protected digital content. Administrators will grant access and permissions to appropriate team members, who will then set up credentials, including usernames and passwords, biometric data, or security tokens. A DRM will verify a person’s credentials before they’re able to access any content.

Access control: What are you allowed to access?

Access control determines what authenticated users can do. It involves defining and managing permissions and privileges for files. Administrators set specific rules and policies — based on roles, groups, or individuals — to govern who can access, modify, or share your content. By implementing access control, DRM systems ensure that only authorized users can interact with the digital assets, preventing unauthorized use and distribution.

License management: Who is authorized to use this product and how?

DRM systems use license management to control and monitor the use of digital assets. When someone wants to access protected content, the DRM solution checks if the user has a valid license. This license specifies the rights and limitations for using the content, such as the duration of access or the number of devices on which it can be used.

Monitoring and reporting: How are we performing?

Monitoring and reporting are essential components of DRM: They provide visibility into how digital content is being used, ensuring that it remains secure and compliant with policies.

DRM systems continuously track the usage of protected content, recording details such as who accessed the files, when, and how. This data is then analyzed to identify any patterns of unauthorized behavior. Many DRM or DAM solutions have reporting and analytics tools that generate insights and alerts, enabling administrators to take proactive measures to secure digital assets.

How to implement DRM in your company

With a clear understanding of the mechanisms behind DRM, you can implement a system within your company. By following these best practices, you'll keep your digital assets protected, compliant, and secure.

1. Assessing your needs

Start with a review of your files. This process helps you focus on protecting your most valuable assets and pinpoint areas where you can improve security or compliance.

• Take inventory: Make a list of all your digital assets and sort them by how important and sensitive they are to prioritize which files need the most robust protection and management.
• Understand compliance requirements: Know the rules and standards your industry and company have to follow to configure your DRM system, enforce compliance, and avoid legal issues. For example, regarding GDPR requirements, you can set your DRM to encrypt customer data during storage and transmission.
• Evaluate risk: Assess the risks for each asset type and focus on safeguarding the high-risk ones like intellectual property and sensitive data.

2. Choosing a platform for DRM

Companies typically choose between a dedicated DRM or an all-in-one DAM solution. A DAM system provides a single, centralized repository for all digital assets, simplifying access control, enhancing collaboration, and improving efficiency across the organization. Additionally, DAMs are scalable and accommodate the growth of your company.

Here’s how you find the best software for your needs:

• Identify potential options: Find three to five DRM or DAM platforms that have most or all of the features and capabilities you need.
• Try each one: Meet with reps from your chosen companies and schedule demos or free trials of each platform. Ask questions to better understand the functionalities, such as the interface, dashboards, and ease of use. Share the demo with key stakeholders.
• Involve other people: Gather input from the test group and collectively decide on the best platform for your company. End-user insights can help you choose software that meets everyone’s needs and integrates well with existing workflows.

Once you’ve chosen your DRM or DM, you’ll work with the vendor to deploy your system internally and start the onboarding process.

3. Setting access controls

The next step is establishing who can view, modify, and share your assets. Setting specific permissions ensures that each file is only accessible to those who are authorized to use it.

Here’s how you can effectively set and manage these controls:

• Define access permissions: Determine who can access, edit, or distribute your digital assets. For example, grant editing rights to your marketers for promotional materials while giving viewing rights to your salespeople.
• Leverage your platform: Use the access control features in your chosen DRM or DAM. Set up groups like “Design Team” and “Sales Team,” and assign permissions based on your defined policies.
• Classify assets: Identify which files are protected, confidential, or team-specific. For example, applying stricter controls to financial reports and strategic documents ensures only senior management can access them.
• Regularly review and update: Periodically review and update access permissions to adapt to changes in your organization, such as new employees or changing project needs.

Access controls provide everyone with relevant authorizations. This approach keeps your organization secure, efficient, and ready to handle any challenges.

4. Training staff

Instructing your staff on DRM policies, usage guidelines, and the importance of compliance helps them understand the purpose and value of your new system. Without proper training, even the best processes fail.

Some of the following support materials help you get the most out of your DRM process:

• Demos: Conduct live demonstrations to highlight key features and best practices that show employees how to work with the DRM.
• Resource guides: Provide comprehensive instructions that detail how to navigate and use the DRM.
• FAQ sheets: Create easy-to-read documents that address common questions and issues employees might encounter.
• Training sessions: Hold workshops and training sessions to reinforce the importance of DRM policies and ensure everyone knows about the latest changes.
• Support channels: Establish channels, such as a help desk or dedicated Slack channel, where employees can ask questions and get assistance.

5. Monitoring and updating

Evaluating your DRM system allows you to identify and address potential security breaches, unauthorized access, and patterns that may indicate misuse. Continuous oversight helps protect your digital assets and keeps your DRM policies effective and relevant.

• Monitor usage: Use your DRM platform's reporting and analytics features to track access patterns, detect anomalies, and identify potential security threats. Regular monitoring allows you to quickly respond to any suspicious activity.
• Review policies regularly: Periodically review your DRM policies to ensure they’re updated and comply with the latest security standards and best practices. This involves checking that the access controls, user roles, and permissions are still appropriate.
• Keep protocols updated: Your organization grows and evolves — and so should your DRM procedures. Make sure your documents and processes adapt to new threats or changes, including new asset types, changes in regulatory requirements, or adjustments in user roles.

With these proactive practices, you can maintain a high level of security, mitigate risks, and ensure that your files are always protected.

Protect and manage your digital assets with an all-in-one solution

Even small companies manage a large number of assets these days. By implementing DRM, you can protect your digital content from unauthorized access, ensuring that your hard work is secure and that you maintain control over its distribution and use.

Adopting a comprehensive DAM and DRM solution streamlines your digital management process and provides a single source of truth for all your assets.

Frontify offers a centralized platform for organizing, managing, and distributing your digital assets, enhancing collaboration and security. With features like customizable access controls, seamless integration with existing tools, and comprehensive analytics, Frontify provides everything you need to create, safeguard, edit, and store your files effectively.