Every individual needs to share documents in some form or the other. But when it comes to sharing documents, especially those containing classified or sensitive information, you need to take adequate steps to ensure safe and secure transfer.
In several cases, people use password protection to secure their PDF files as a form of document security protection. Unfortunately, this simple security tool can easily be broken with the help of password removal software. Similarly, some organizations or individuals employ simple encryption to protect documents before sending them over the Internet. Unfortunately, once the user has opened and decrypted the document they have full use of it and the contents of your PDF documents can be open for exposure or vulnerabilities.
When sending your documents securely online, you need the right document security solution. That’s because several popular document-sharing tools and services are limited in their approach. For instance, once the document has been sent to an authorized user, what they do with your content does not fall under your purview. This is because once the document has been decrypted it is no longer protected. So even though you send your documents securely, recipients can share them unprotected with others.
What you need to know about transmitting your documents securely
It can be scary to share classified information. However, there are ways to stay in command. For instance, you can follow some best practices when sending your documents. They are:
- Checking the email address and the sender’s name before emailing classified data. That’s because cybercriminals can replicate sender names to impersonate an individual or organization.
- Never click on links in emails or copy and paste links from emails. Instead, type the web addresses into your browser.
- Ensure that the website you are accessing has HTTPS in the web address before entering any information. This indicates that the website is using a safe and secure connection.
- Store your confidential data with the right document security solution such as PDF digital rights management [DRM].
While there are popular buzzwords such as encryption and password protection, they do not guarantee to secure your PDF content.
Why do you need DRM security to share your documents securely
PDF DRM adds a robust layer of security on top of simple document encryption. That means PDF DRM-protected documents are encrypted at rest, in transit, and even at the recipient’s end. That’s because, with PDF DRM, you receive complete access and controls needed to govern its usage. For example, basic document DRM controls prevent copying your PDF data and modification of documents. In addition, PDF DRM also prevents printing, screen grabbing, downloads, and sharing.
The right way to prevent unauthorized sharing of your documents and send them securely is through PDF DRM systems that use licensing controls to tie specific users and their devices to particular files. This ensures that you can share your documents securely only with authorized users. In addition, you can also apply dynamic document watermarking that displays your recipient’s details on your PDF file, and track use so you know when it has been viewed or printed.
One of the most significant advantages of using PDF DRM is the ability to set automatic expiry controls. This beneficial feature can allow you to share your documents securely and revoke document use after the specified number of views or amount of time. For instance, you can automatically revoke access to a PDF file sent to a user after they have viewed it five times or after a week or on a fixed day. This ensures that your valuable information can no longer be accessible after the specified period is reached. For documents relating to M&A credentials and financial information where data is needed only for a limited time frame, revocation features come in handy.
PDF DRM systems enable you to share documents securely with accountability. That means you can track document use for legal and compliance reasons or get information on how leaks can be identified. Through its tracking document use, your PDF DRM system provides you with log files and details on how your document was opened or printed, by whom, and when it took place. When it comes to securely sending your documents, it is essential to use the right PDF DRM system to benefit from the continuous protection of your PDF files.
It’s time to profit from DRM’s many advantages over other document-sharing systems and secure data rooms. Take advantage of not managing passwords, or exposing your documents to weak browser security with PDF DRM. Instead, benefit from its device locking features, location blocking benefits, dynamic watermarks, and added DRM controls that are simple to use and cost-effective.