In today’s digital age, securing confidential information is more important than ever. Organizations, businesses, and individuals deal with various forms of confidential documents, including client information, internal procedures, contracts, proprietary data, and much more. The consequences of such sensitive information falling into the wrong hands can be devastating, leading to legal consequences, reputational damage, or even physical harm. While training employees on document security is essential, it is not enough to prevent the unauthorized sharing or accidental leakage of confidential data. That’s where Digital Rights Management (DRM) solutions, like VeryPDF DRM Protector, come into play.
Why Training Alone is Not Enough
Confidentiality training is undoubtedly necessary for educating employees on how to handle sensitive documents. It helps in fostering awareness about what constitutes confidential information, where to store it, and how to handle it. However, training has its limitations. Employees, despite the best intentions, are not immune to mistakes, and no one can be 100% vigilant at all times. Moreover, malicious insiders may intentionally leak confidential data, making training insufficient for complete protection.
Another challenge is the sharing of documents outside the organization. For example, documents may need to be sent to external clients, contractors, or legal teams. Once a document leaves the secure environment, internal training is often rendered ineffective. Therefore, there is a need for additional measures beyond training to safeguard confidential documents.
The Role of Watermarks in Document Protection
Watermarks are commonly used to remind users of the confidential status of documents. A watermark like “Confidential – Do Not Distribute” can be a simple yet effective way to ensure that individuals understand the sensitive nature of the document. However, static watermarks, which are added during document creation, are not enough to prevent intentional leaks or accidental distribution.
Dynamic Watermarks: A Stronger Deterrent
Dynamic watermarks, unlike static ones, can be tailored to each recipient. They display the individual’s name, email address, company, and the date and time of document access. This additional layer of information serves not only as a reminder but also as a deterrent. Anyone attempting to leak confidential information will be aware that it can be traced back to them. These watermarks, unlike static ones, are automatically updated each time the document is viewed or printed, ensuring that the watermark is always relevant.
However, a significant concern is whether these watermarks can be removed from the document. With some tools, such as Adobe Acrobat, watermarks can be easily stripped. The same is true for password protections, which can be bypassed by using online password removal tools. This makes traditional watermarks insufficient for truly secure document protection.
Why VeryPDF DRM Protector is the Best Solution
VeryPDF DRM Protector solves the issue of removable watermarks with its built-in DRM (Digital Rights Management) features. Unlike other methods, the watermarks applied by VeryPDF DRM Protector cannot be stripped. This tool ensures that once a document is secured, it can only be viewed using the secure viewer application, preventing unauthorized modifications. The DRM features within VeryPDF DRM Protector, including dynamic watermarks, encryption, and strict access controls, provide an unparalleled level of protection.
With VeryPDF DRM Protector, dynamic watermarks are automatically applied without the risk of them being removed. Whether for internal employees or external partners, the watermark contains valuable information, such as the recipient’s details and viewing timestamp, making it clear who is responsible for the document.
Protecting Your Documents with DRM
To protect a confidential PDF, the process with VeryPDF DRM Protector is quick and straightforward. Here’s how:
- Upload Your PDF: Go to VeryPDF DRM Protector Online and upload your document.
- Select ‘Make Secure PDF’: This option will encrypt the PDF and apply DRM restrictions to it.
- Choose Watermark Options: You can add both text and dynamic watermarks. With dynamic watermarks, you can automatically insert personalized information like the user’s name and company.
- Apply Viewing and Printing Restrictions: The software allows you to prevent printing or copying of the document, further securing your information.
- Save and Share: After protecting the document, you can share it with others, knowing it is safe from unauthorized access.
Beyond Watermarks: Comprehensive Document Protection
In addition to watermarks, VeryPDF DRM Protector provides several features to prevent unauthorized sharing and manipulation of documents:
- AES 256-bit Encryption: Strong encryption is applied to protect the content of the document.
- Licensing System: The secure viewer is linked to individual user licenses, preventing unauthorized access.
- Screen Capture Prevention: The system prevents users from taking screenshots or screen grabs of the document, further securing sensitive information.
- Device Locking: The document can only be opened on authorized devices.
- Expiry Date: Set an expiration date for the document, ensuring it becomes inaccessible after a set period.
Unlike traditional solutions such as DLP (Data Loss Prevention) or ERM (Enterprise Rights Management), which are difficult to set up and manage, VeryPDF DRM Protector is easy to use and offers a comprehensive solution for protecting documents both internally and externally.
Secure Document Sharing
Many document-sharing solutions, such as secure data rooms or cloud services, promise to protect confidential documents. However, they often fall short. These platforms might allow external sharing but don’t prevent recipients from copying, printing, or distributing the document. VeryPDF DRM Protector provides a more secure method by controlling access at the document level, regardless of where it is stored or shared.
With VeryPDF DRM Protector, once a document is encrypted and protected, it cannot be accessed or shared without the proper authorization. This makes it a superior solution for protecting documents, whether sent externally or shared internally.
FAQs About Document Protection
1. What constitutes confidential information? Confidential information includes any data meant to be shared only with a limited audience. This could be customer data, contracts, internal strategies, financial details, and more.
2. Can encryption alone protect confidential information? No. Encryption only protects data while it is in transit or storage. Once the document is opened and decrypted, it can be copied or shared unless further protections are applied.
3. How can I safely send confidential documents via email? Email encryption is essential, but it is not enough. To fully protect confidential documents, they should also be secured with DRM technology, which prevents recipients from sharing, editing, or copying the content.
4. Is Google Drive safe for confidential information? Google Drive is not ideal for confidential information unless you use additional protection methods. Without encryption and DRM, documents stored in Google Drive can easily be extracted and shared.
5. How can I dispose of confidential documents? Instead of physically destroying digital documents, use DRM solutions to lock them and remove access permanently. This ensures that the document is no longer accessible, even if it exists on external servers.
Conclusion: The Best Way to Protect Confidential Documents
To truly protect confidential information, it’s essential to use a solution that offers both encryption and robust access controls. VeryPDF DRM Protector provides a comprehensive suite of features that safeguard your sensitive documents from unauthorized access and distribution. With DRM, you can ensure that your confidential information remains protected, no matter where it is shared.
Take advantage of the free trial available at VeryPDF DRM Protector and experience the peace of mind that comes with knowing your documents are secure.