Microsoft technology designed to allow greater control over documents and emails could create security and privacy headaches for IT managers.

Under Microsoft's Information Rights Management (IRM) system, users will be able to set restrictions on email messages to selectively prevent recipients from forwarding, copying or printing content. An email expiration feature also lets users set a deadline after which messages cannot be viewed.

John Barker, an IT specialist at law firm Last Cawthra Feather, warned that the technology could encourage users to become more blasé about the content of emails.

"If people think the rude email they sent would be de-activated, and therefore 'undiscoverable', they might be more inclined to send it in the first place," he said. "However, they are not going to get away with it, as the technology means the email will be recorded on the Exchange Server, or equivalent."

The restriction features in IRM, introduced in Office 2003 last week, could also undermine productivity. Business partners may be unable to open messages due to incompatible email systems or if needed content has expired.

When an email using IRM is sent to someone using a different email system, the recipient will not be able to open the message, said Microsoft.

Jamie Cowper, senior technology consultant at messaging specialist Mirapoint, said, "Staff might want to control all emails using the access controls, but that's not best business practice."

Firms can only use the IRM features in Office 2003 if they also have the latest versions of Windows Server 2003. And IT managers deploying Office 2003 need to ensure appropriate-use policies are updated and training courses are in place, said Cowper.

"Firms need to decide beforehand exactly how they will allow the functionality to be used," he added. "Maybe they could divide staff into business groups (to control) who could set email restrictions, for example."

George Gardiner of law firm Stephenson Harwood said some businesses may feel the technology is too difficult to manage. "Many may want to prohibit the use of this new technology if it does not comply with their operational requirements," he said.

Another of Office 2003's programs, InfoPath, has also raised security concerns. An XML-based capability allows users to share and repurpose forms across organisations, using a digital signature to verify a form's integrity.

But John Boyer of electronic forms specialist PureEdge Solutions said the digital signature feature might convey a false sense of security, because forms could still be altered once they are signed off. For example, a user could sign a form to opt out of receiving spam, and the form could then be changed to appear as an opt-in agreement.