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Google Drive New Feature: Information Rights Management

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Google Drive at PCC has a new feature called Information Rights Management (IRM). This new feature gives users the option of disabling the ability to download, print or copy a Google Drive document (or sheet, or presentation) when the document is shared with other users.

For example, say you want to share a particular document with someone at PCC. You decide that you want them to be able to make changes to the document (edit it), but you are concerned that if they download it, print it, or copy it, it might be shared with someone else inappropriately. With this new feature (IRM), you can decide which permissions (download, print, copy) you want them to have for a particular document.

To use this feature, click the “share” button on the upper right corner of any Google document, spreadsheet, presentation, or other file in Drive. Click Advanced in the lower right hand corner, then use the checkboxes provided to disallow downloading, printing or copying. Remember to click “Save” when you’re done.

Here’s how it looks like to a user who was given permission to view and/or edit a document, but not to download the document. (To see this message, they would need to click on the “File” menu at the top of the document window.)

export-disabled

Official Google IRM Feature Announcement

Additional Notes:

  • This feature can be enabled by file owners only, and on the web only
  • Once this feature is enabled, all user entry points for downloading, printing, and copying will be removed from Google Drive, Docs, Sheets, and Slides on all platforms.
  • Google documents, spreadsheets, and presentations for which this feature has been enabled will show a notification at the top of the File and Edit menus
  • This functionality is also available through API.

Check out the Google Help Center for more information.

Launch Details

Date of PCC Release: 7/15/2015

Impact: 
All end users

For more information:
Help Center

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