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Subject:RE: Document Distribution From:"Parrott, Kathleen E." <kathleen -dot- parrott -at- ngc -dot- com> To:"TECHWR-L" <techwr-l -at- lists -dot- techwr-l -dot- com> Date:Mon, 22 Nov 2004 17:17:29 -0600
Thanks, Dick. I'll look into DRM since it is compatible with pdfs, which we use. And I'll check out Authentica, too. Then I'll find someone more technically astute than I to evaluate all this good stuff. Ok, I'll help...
From: Dick Margulis [mailto:margulisd -at- comcast -dot- net]
Sent: Monday, November 22, 2004 4:43 PM
To: Parrott, Kathleen E.
Cc: TECHWR-L; Sowka, Joseph
Subject: Re: Document Distribution
Parrott, Kathleen E. wrote:
> I'm looking for a Best Practices - or at least something that works
Consider the concept of "controlled distribution." This may be overkill
for your situation, but perhaps you can adapt the idea. Basically,
controlled distribution means that you _do_ know who uses each document,
because you are responsible for ensuring that each person on a
need-to-know list receives and signs for a copy of each updated document
and returns the controlled copy of every superseded doc. Every document
is serial-numbered, labeled with the name of the person it is assigned
to, and endorsed to prevent copying.
Obviously, all these concepts are from the days of hard copy
distribution. The equivalent in today's technology is digital rights
management (DRM). These are systems that work primarily with PDFs. The
key idea is that you can set an expiration date for a document even
after you distribute it. Poof. It becomes inaccessible by the user, and
they have to use the new version.
Look at authentica.com as one example, although I'm sure there are
competing solutions, as well. It sounds as if your company can probably
afford to put such a system in place, and it is up to you to determine
whether such a system can be configured to do what you need it to do,
then sell the idea to management ;-)
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