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Common Usage Scenarios of Information Rights Management

Some daily usage usage scenarios of IRM are listed below for reference.

No.

Scenario

Recommended Method

Remarks

1

Send confidential email (without attachment) to recipients for information only

Do Not Forward

 

2

Send a confidential document to recipients for information only

Custom Permissions
- Viewer

Email body will NOT be protected.

3

Send a confidential document to recipients for comments/editing

Custom Permissions
- Co-author

Email body will NOT be protected.

4

Sending a confidential MS Excel document to recipients A and B: A needs to edit the document while B can only read

Send the document to A and B separately.

For A:
Custom Permissions
- Co-author

For B:
Custom Permissions
- Viewer

Email body will NOT be protected.

5

A sends a confidential document to B; and B likes to ask C to follow up

B has to request A to resend the confidential document with permissions granted by adding both B and C into the recipient list

 

6

A sends a read-only confidential document to B and B finds the need to extract the contents for further action

B has to request A to resend the confidential document by using Custom Permissions - Co-author

 

7

Send 1 or more than 1 confidential document in non-supported file type (e.g. a video clip)

Can’t add protection using IRM

Suggest finding other means of protection e.g. add a password for opening the file

8

Send a confidential file to both HKU internal recipients and an external party (e.g. vendor)

Not recommended to send protected documents to non-HKU party using IRM

Suggest finding other means of protection e.g. add a password for opening the file

9

Send a confidential email with a read-only confidential attachment (Microsoft Office document i.e. .doc/.docs/.xls/.xlsx/.ppt/.pptx)

Do Not Forward

 

10

Send a confidential email with a read-only confidential PDF file (i.e. non-MS Office document)

Email message:
Do Not Forward

Attachment:
Custom Permissions
- Viewer 

 

11

Send a confidential email with a MS Office document that requires editing by recipient

Email message:
Do Not Forward

Attachment:
Custom Permissions
- Co-author 

 

12

Send a confidential email with a PDF file (i.e. non-MS Office document) that requires editing by recipient

Email message:
Do Not Forward

Attachment:
Custom Permissions
- Co-author