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5 PDF Security Tools Your Clients Want You to Use

Almost every month, we hear the news of a data breach. The leakage of confidential information has become very common in todays world. The security is a top-most priority of every organization. No matter if it is financial data, passwords, or personal details; the stolen data always creates trouble for the company.
In the past, many high-profile security breaches have also occurred which did not only affect the organization, but the customer data security has also been compromised. The security breaches create a bad impact on the organization. The organization loses its trust not only in the eyes of its customers but also millions of other people. Hence, a security breach badly effects the reputation of your company.

The customers are an important asset of the company and each consumer is important for making a good image of the company. In todays world, almost all the transactions are done digitally, so you must take extra measures for securing the personal information of your customers.

How to manage the security with a tight budget?
Almost every business involves the sharing of documents. The contracts, NDAs, tax forms, applications, etc are shared on daily basis. PDF is the best format for sharing the files as it is universal and more secure as compared to other file formats. PDF is a read-only format which means that it cannot be edited without leaving an electronic footprint. PDF editors are now equipped with powerful security tools which add an extra layer of security to the document. Hence, now you can easily protect the information of your customers. You can convert all the confidential data into PDF by using different converters for example; you can convert the image-based files into PDF by using a JPG to PDF converter.

In this article, we have mentioned the five amazing PDF security tools which will help you to control the access of your important PDF files.

1) Encryption

Those people who do not have the permission to access the documents cannot use the encrypted PDF files. Encryption is great for securing the file as the encrypted file looks like a mess until you have the proper access. It is integrated throughout the content of a file. Hence, no matter where you share the document, its content will remain secure. Nowadays, there are many PDF software programs that provide built-in 256-bit AES encryption. Below, we have defined the different types of encryption:
  • Password Encryption The password set by the owner of the file is used for encrypting as well as decrypting the file.

  • Public Key Encryption In this method, there are two keys: a public key which is known to everyone and a private key which only the recipient knows. For example, the owner of the file will ask the recipient to view the file using the recipients public key, then the recipient will use their own private key to get proper access to the file.

  • Rights Management This type of encryption helps in protecting the documents in motion as well as at rest. The documents that are protected with the rights management have their authentication linked to the database of the organization. Therefore, sensitive information cannot move outside the company premises.

  • Usage: Once the tax season is over, accountancy can encrypt client tax documents before archiving the data so that no one without authority can get access to the files.

    2) Passwords

    Another great way of protecting the important data is to password protect the PDF files. The owner can completely control the document by adding a password to it. The users cannot view, edit, or print the file, without the owner permission. Moreover, you can also restrict the copying of data by adding a password to it.

    Usage: You can password protect the file which contains your bank account information before sharing it via email so that it cannot be used by unauthorized users.

    3) Redaction

    If you want to remove a certain part of the document either text or image before sharing it with others, then this technique is for you. The redaction feature permanently removes selected content so it cannot be used by anyone in the future. You can whiteout the content by using this feature.

    Usage: In order to maintain the security of the court documents, the legal team can use redaction feature for removing the details from files.

    4) Dynamic Stamps

    The dynamic stamps are linked with the user. This is a digital way of stamping the documents. Whenever a user approves a document by using the dynamic stamp option, the name of the user, the date, and time of stamping are applied to the PDF. This tells that who approved the document and when.

    Usage: A clerk can apply a dynamic submitted stamp on a form to indicate the time and date on which the students have submitted the particular forms.

    5) Digital Certificates

    You can take the digital certificates as electronic ID cards. The digital certificates contain the personal information of the users and are also used for verifying the identity of users. The digital certificates can be used for encrypting, decrypting, and legally eSigning the documents, as these certificates make sure that each user has provided correct identity.

    Usage: For accelerating the speed of work, a real estate agent can request the client for eSigning a document by using a digital certificate to verify their identity.

    These are the five PDF security tools that can be used for maintaining the security of confidential files. No doubt, PDF is more secure as compared to other file formats but by adding an extra layer of security you can lock down the document completely. This can help you to protect the important data. Hence, we will recommend you to convert all important files into PDF format by using PDF converters. Such as for converting the PNG files into PDF, you can use PNG to PDF converter. If you have any question related to the article, please feel free to ask in the comment box below:

    About Author Shawn Mike :

    Shawn Mike has been working with writing challenging clients for over five years. His educational background in the technical field and business studies has given him the edge to write on many topics. He occasionally writes blog articles for <a href="">Dynamologic Solutions</a>.

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    Article Added on Monday, April 29, 2019
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