Google Docs has become a popular platform for creating, editing, and sharing documents across teams and organizations. Its cloud-based nature allows for easy access and collaboration on documents from any device, anywhere in the world. However, as convenient as it is, the ease of sharing Google Docs can also pose serious security risks. Many users unknowingly expose sensitive information when sharing documents, and even authorized recipients can bypass certain security settings. In this article, we will explore the challenges of sharing Google Docs securely and how to address them using advanced security measures, including VeryPDF DRM Protector.
Is Sharing Google Docs Secure?
Google Docs offers a variety of sharing options, including two main access levels:
- Anyone with the link – This option is convenient but highly insecure. Anyone with access to the link can share it further, potentially exposing your document to unauthorized users. Additionally, Google could index the link, further increasing the risk of accidental leaks.
- Restricted – This option restricts access to specified email addresses. While it sounds secure, it still has weaknesses. Users can share their login credentials or make copies of the document, which can then be distributed. Moreover, non-Google account users may still receive a link that can be opened by anyone.
Both options fall short when it comes to preventing unauthorized sharing, and neither guarantees complete control over how your document is distributed. Despite these limitations, Google Docs provides basic document controls, such as the ability to restrict editing, printing, and copying. Unfortunately, these controls are implemented via browser-based JavaScript, which can be bypassed using developer tools or third-party software like screen-capturing tools. As a result, Google Docs is not suitable for sharing sensitive or confidential information without additional protective measures.
How to Improve the Security of Shared Google Docs?
To improve the security of shared Google Docs, you need more than just Google’s built-in sharing controls. While Google Workspace can help reduce accidental leaks, it cannot prevent intentional sharing or secure copies of documents once they are downloaded. In fact, tools like password protection or encryption may not fully solve the problem either. For example, password-protecting documents does not prevent users from copying and sharing files or taking screenshots. Similarly, encrypting files with PGP may prevent accidental leaks but still leaves the door open for intentional misuse.
To secure your shared Google Docs, a comprehensive approach that prevents unauthorized access, editing, and copying is necessary. This is where VeryPDF DRM Protector comes in.
How VeryPDF DRM Protector Secures Google Docs?
VeryPDF DRM Protector is a robust digital rights management (DRM) solution designed to protect your documents from unauthorized sharing, copying, or misuse. It ensures that only authorized users can view your documents, and provides a range of features to prevent actions like printing, editing, and taking screenshots.
Here’s how it works:
- Encrypt Your Document: Before uploading your document to Google Docs, convert it into a PDF and apply DRM protection using VeryPDF DRM Protector. You can choose from a variety of DRM controls, such as preventing printing, copy-pasting, and screen capturing.
- Distribute Securely: Once the document is protected, you can upload it to Google Drive and share it with authorized users. You’ll create a user account for each person who should have access to the document, and a secure link to the document and the DRM Viewer will be sent to their email.
- Restrict Access: The protected document can only be viewed by the authorized user. Additionally, the DRM protection ensures that users cannot share the document with others, preventing unauthorized distribution. If you need to revoke access, you can do so instantly through the admin system.
- Advanced Security Features: DRM protection goes beyond basic access controls. You can lock the document to specific devices, prevent users from saving the document in unprotected formats, and set expiration dates for when access will automatically end.
- Prevent Screenshots and Screen Recording: One of the most effective ways to stop document leaks is to prevent unauthorized screenshots. VeryPDF DRM Protector includes tools to block screen-grabbing tools and virtual machine environments, ensuring that the document remains secure from all angles.
Step-by-Step Guide to Securing Google Docs with VeryPDF DRM Protector
To secure your Google Docs using VeryPDF DRM Protector, follow these steps:
- Download Your Google Doc as a PDF:
Open your Google Doc, click on “File > Download > PDF.” - Apply DRM Protection:
Right-click on the PDF file and select “Make Secure PDF” using VeryPDF DRM Protector. Choose the DRM restrictions you want to enforce, such as disabling printing, editing, and copy-pasting. - Publish and Distribute:
Once your document is secured, it will be saved to your computer as an encrypted PDF. You can then upload it to Google Drive and share the link with the intended recipients.
Only users with a valid license and DRM Viewer will be able to access the document. - Monitor and Control:
From the admin system, you can track which users have access to your protected documents, and you can revoke access at any time if necessary. - Web Viewer Option:
If you need to share documents via the web, you can enable the VeryPDF DRM Protector Web Viewer, which allows recipients to view your protected PDF in a browser. Although the web viewer offers reduced protection compared to the desktop version, it is still a significant upgrade over Google Docs’ default security options.
Why VeryPDF DRM Protector Is the Best Choice?
While Google Docs is not secure enough for sensitive or confidential documents, VeryPDF DRM Protector offers a complete solution to secure your shared files. Unlike simple password protection or PGP encryption, VeryPDF DRM Protector goes beyond the basics by offering comprehensive control over how your documents are accessed and used.
- Complete Control: You control who can view the document, and you can set restrictions such as preventing printing, copying, or screen capturing.
- Prevent Leaks: Unauthorized sharing is prevented, and you can instantly revoke access if needed.
- Convenience: Users don’t need to remember passwords or deal with complex encryption keys—access is granted through the secure viewer.
- No More Copying: Unlike Google Docs, which allows users to copy and share documents, VeryPDF DRM Protector locks the document to specific devices, ensuring it cannot be duplicated or misused.
If you want to share your Google Docs securely and stop piracy and misuse, try VeryPDF DRM Protector today. You can take advantage of a 15-day free trial and experience firsthand how it can safeguard your important documents from unauthorized sharing.
Try VeryPDF DRM Protector for Free
Conclusion
Sharing Google Docs securely is challenging due to the platform’s inherent limitations. While Google provides basic security controls, they are easily bypassed, making it unsuitable for sharing sensitive documents. VeryPDF DRM Protector offers a robust solution to these challenges, ensuring that your documents are protected from unauthorized access, copying, and distribution. By using DRM protection, you can confidently share your Google Docs without worrying about security breaches or leaks.