PDF formats have made it very easy for users to share their files with others over the internet safely. All professionals should however ask themselves if their confidential information is safe from unauthorized access. Indeed there are many ways to protect PDF file formats against violations.
One of the most common ways by which you can secure your data is by using password protection features that are available in almost all PDF providers that you can find in the market. This form of protection only gives access to the information contained in the files to the owner and a person with the password. Though password protection is still used widely, mostly by individual users, big organizations invest in much safer technologies that eliminate the use of passwords to protect PDF file collections. This is in response to the use of password cracking software which can be misused to achieve inappropriate gains.
Another way of controlling access to your files is by using security software that uses Digital Rights Management technology to control what authorized users can do with them. This can control all aspects of your PDF files from viewing, editing, copying, saving and sharing, screen grabbing, printing, and even setting up expiry dates and placing watermarks on your documents. You are also able to determine when documents can no longer be viewed, whether PDF documents can be viewed offline or only online, when user accounts expire, and enforce the number of prints, views, and revoke documents when necessary. Digital signatures can also be used.
There are a number of PDF security providers that use advanced techniques to protect PDF files in simple, quick and effective ways. A few advanced options include:
- Managing user accounts and online document records using web-based administration systems
- Managing customer subscription using unique publication concepts
- Integrating PDF security systems with existing ecommerce systems
- Easy distribution of your protected PDF documents
- Command line PDF encryption that batch-protects PDF files without user intervention.
Avoiding PDF security flaws by using smart mechanisms ensures that organizations protect PDF file documents against unauthorized distribution. Information and document management security specialists recommend the use of DRM-based control systems that do not use passwords. A cryptographic system is the best option because keys are exchanged securely and secretly so that the user is not aware of and therefore cannot compromise the overall security of the system. PDF security software that does not use passwords to protect PDF file documents is certainly the best way to go.
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