Users Guide
Regain access to shared, encrypted les after the transitional
period
For Windows and Mac in Opt-in mode, you can do the following to regain access:
• Protected Oce documents - A dialog prompts internal and external users to request access, and the owner of the le can decide
whether to grant access.
• Additional le types encrypted through Basic File Protection - No post-share prompt exists. The user must know the owner of the le
and right-click the encrypted le to nd the Key ID on the Data Guardian tab. The user can send that information to the owner and
request access.
Collaborate on new encrypted les after the transitional period
For new les that you create and encrypt after the transitional period:
• Internal or external users within your access group - Have access to all shared, encrypted les.
– Anyone who is removed from the access group loses access.
– If the owner of a le is removed from the group, other users still have access.
• Internal or external users outside your access group - Cannot view an encrypted le.
– An internal user within the access group can grant access.
– If an external user is the owner of an encrypted le, they can grant access to another individual.
– If an internal or external user outside the group receives a protected Oce document and tries to open it, a dialog prompts them to
request access.
– If an internal or external user outside the group receives and tries to open a le type from Basic File Protection, the user can right-
click the encrypted le to nd the Key ID on the Data Guardian tab and then send that information to the owner.
Enterprise Has Data Guardian Installed with Force-
Protected Mode
If your enterprise uses access groups to enhance security for sensitive data, you need to know who is in your access group. Initially, to
ensure a smooth transition, your enterprise may provide a brief period for processing any existing shared and encrypted les. After the
transition period is complete, those in your
access group can view any shared, encrypted les that you create. You can grant access to
individuals outside your access group.
Identify those in your access group
Your administrator will inform you who is in one or more of your access groups, depending on who needs access to specic les. This can
include internal and external users. If you work on sensitive data with specic users, you can request that your administrator create an
access group for that content.
Use a transitional period to process shared, encrypted les
If you already have Data Guardian installed and existing les are encrypted, the best practice for your enterprise is to have a brief,
transitional period for encrypted les that are shared. To facilitate a smooth transition, be aware of the following for shared, encrypted les:
• Owner or author of the le, whether internal or external, continues to have access to the le.
• Internal or external users within your access group have access to most of the shared les. Based on the type of key associated with
some les, you may lose access to some.
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Data Guardian User Guide v2.8
Enhance Security with Data Guardian's Access Groups (On-prem)