A Few months ago - I was working in a manufacturing company that made yeast , this company had factories all over the world the only problem with this typical dispersed business was that the business processes and systems were different in each country. It was our job to make this business more connected worldwide.
I had the opportunity to visit some of the manufacturing factories across the globe. In South America the network connection to some of the factories was a lead through a window and plugged into the back of a server!!
One of their biggest problems was data being leaked to the wrong users. A document would be uploaded to SharePoint in Venezuela and then arrived on a printer in India - ready to go to be given to a competitor. It is all very well that a user in one country to see documents written by others in another - after all thats what SharePoint is all about but to print it out and be ready to give it to competitors is another! This was our huge challenge.
It was first discussed that we will create a custom solution with complex web parts , all sorts of event receivers, workflows and online PDF viewing tools. Then RMS was discovered and all the worries went out of the window - well kind of!
After sorting out all the external URL's , complexity with Office Web Apps, using a single domain in a diverse environment blah blah - I had created a system which then got deployed around the world and a very happy CEO. On office 365 these things are so much easier - within a couple of hours we can set up RMS and block users from printing / saving / downloading documents. Here is a quick run down of what can be achieved within SharePoint online and RMS.
System Setup : I have created two users within my Office365 tenancy, and created a document library that has specific SharePoint permissions. One of my employees of Appella Consultancy has only VIEW permissions, while another has more permissions (but not full control on the document).
User 1 : Roger Blount.
This user has no permissions at all on the document (only view). So this user has opened a document in the document library like usual :
Clicked on the title and Word opens (I have set the default of opening in Word App and not Word Online for this demo).
The first thing you notice is the warning on the top of the screen :
Then we click on View Permission and this will show what permissions Roger has :
So he only has View, so lets try and Save / Print / Copy and share this document.
Left , Save / Save As is greyed out, Below no cut/paste allowed.
User 2: Kiity Riley.
This user has more permissions on the Sharepoint document library (edit) permissions. So this user has opened the document from SharePoint online as usual.
Clicked on the title again and the document opens in Word.
This time because the user has edit permissions, She can access the majority of the functionality in Word. The Only thing that she cannot do is print. The print permission is set on the document library level - if you are thinking this is a problem because all users can print or NOT print - then we can sort this by using audiences and workflow (give us a call and we will go through this). So if we look at the permission pane now :
So the user still cannot Export the document , cannot access programmatically (no source code) and she cannot give anyone else permissions (Full Control = NO). All other functionality is available.
This demo is extreme as i have shown one user who has almost every permission and another with almost nothing. I am sure you can see the advantage of this snippet and a lot of office 365 licenses has this service. Come and speak to us if you need any more information or you want this implementing - we will be happy to help!