Implement Consistent and Effective Data Governance Policies

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To protect sensitive information within Microsoft SharePoint, TITUS Document Policy Manager applies visual labels to existing and new documents. As well, it converts documents to Adobe PDF to protect against unauthorized editing of sensitive information. This automates and enhances security within Microsoft SharePoint, ensuring consistent and compliant security is applied across the entire enterprise.

TITUS Document Policy Manager for SharePoint automatically marks Microsoft Office and PDF documents in SharePoint with visual labels like headers, footers and watermarks. It can also automatically convert Office documents to Adobe PDF format. Administrators configure policies which ensure that visual labels or document conversion are consistently and automatically applied to all relevant content in SharePoint. Metadata is leveraged to determine the types of policies to apply. Policies can be applied in bulk to existing content in SharePoint, as well as when documents are edited or new documents are added.

Key Benefits

• Secure Sensitive Information - Implement effective information governance ensuring the right users accessing the right information
• Implement Information Governance and Compliance - Apply consistent, uniform visual labels to comply with regulations like ITAR, HIPAA, CUI, GPMS, and ISO 27001
• Automate Security – Use rule-based access control policies to automate permissions management for sensitive content in SharePoint
• Ensure Consistency - Ensure security is consistently applied across all SharePoint content
• Leverage your Metadata - Use existing metadata to determine which users should access content
• Promote End User Accountability - Promote accountability and traceability of sensitive content by marking PDFs with metadata like username and timestamp upon download
• Reduce SharePoint Administration Costs - Automate your SharePoint security so administrators can focus on higher value projects

Figure 1 – A Microsoft Office document with headers, footers and watermarks added automatically by TITUS Document Policy Manager.

Figure 2 – A Microsoft SharePoint document library in which TITUS Document Policy Manager has automatically converted all Office documents to PDF for safe and secure sharing.

TITUS Document Policy Manager helps to promote end user accountability over sensitive information. By marking Adobe PDF files upon download from SharePoint with identifying information like the current user’s name and the current date/timestamp, organizations can better prevent leaks of sensitive information and have traceability over sensitive content should it be disclosed.

Figure 3 – An Adobe PDF document with visual labels added by TITUS Document Policy Manager upon download. The visual labels contain the name of the user downloading, along with the current date and timestamp.

Features
Automatically applies information governance policies to documents using existing metadata
Adds headers and footers to Adobe PDF and Microsoft Office Word, Excel and PowerPoint documents
Adds watermarks to Adobe PDF, Microsoft Word and PowerPoint documents
Converts Microsoft Office documents to Adobe PDF files (standard PDF or PDF/A)
Detects when documents have been added or modified and performs PDF conversion automatically
Adds current username and timestamp to downloaded PDF documents
Supports bulk labeling and PDF conversion of existing documents in SharePoint
Leverages metadata to create policies for specific scenarios, types of documents or conditions
Manages policies on individual documents or hundreds-of-thousands of documents per library
Interoperates with other TITUS products like Document Policy Manager for SharePoint and Classification for Microsoft Office

Platform Support

TITUS Document Policy Manager for SharePoint works with Microsoft SharePoint 2010 (Server and Foundation), Microsoft Office SharePoint Server 2007 and Windows SharePoint Services 3.0. This solution can work with Microsoft Word, Excel and PowerPoint documents, as well as Adobe PDF and PDF/A documents.

Learn about Data Governance Best Practices for Microsoft SharePoint Content