• Skip to main content
  • Skip to primary sidebar
  • Skip to footer
  • Home
  • Hardware
  • Software
  • Windows
  • How to
  • Technology
  • Android
  • Buyers Guide

TechDim

Tech Dimensions

Top Five Ways to Improve Document Security

Last Updated on December 5, 2019 by Editorial Stuff

Top Five Ways to Improve Document Security

All too often, there is a leak of sensitive information (either about individuals or companies) that finds its way onto the web. As a result, sites like WikiLeaks can destabilize and collapse governments and organizations. When information about organizations is leaked, some people have a lot more to lose if they collapse. If you are such an individual, you might want to do everything possible to prevent that from happening. And, improving your document security should be at the top of your priorities list. Therefore, you should ensure you do these five things.

1. Train Your Employees on Document Security Best Practices

Employees are often organizations’ biggest document security threats. In their ignorance, they could end up sending a sensitive file in its unencrypted form to third parties. Whether you authorized the documents to be shared or not, email is still a pretty risky platform and one where unprotected documents can be intercepted.

Also, the same employees may upload files onto public computers and drives where just about anybody can access them. Of course, most employees will feign ignorance when such a mistake ends up costing the entire company. However, if you train them, they will have no such excuse to fall back on and will thus be more careful when handling your documents.

Top Five Ways to Improve Document Security 1

2. Prevent Haphazard Document Printing

Another security loophole that might sometimes be an area of exploitation is the printing of files. Typical scenarios involve employees and other parties being at liberty to print documents however and whenever they want. Even when measures, such as encryption, are incorporated, the organization can do little to curb the use of printed documents by unauthorized parties. 

So, it makes sense to prevent or control document printing. Where printing is entirely disabled, your organization only has to worry about users being able to view electronic documents. Alternatively, where printing is enabled, some people might take advantage to print to file which is another way of creating a separate electronic document – where controls that had been imposed on the original electronic copy, the same restrictions will be eliminated in the second electronic version of the file. 

As a result, it becomes necessary to either fully restrict or control the number of prints that any authorized party can make and to what types of the printer (physical or a file printer such as PDF).  There are very few solutions that can help you do this but a document DRM system is one of them.

3. Prevent Screen Grabbing

Smart devices, such as tablets, PCs, and phones, all capable of recording information on their screens. And, since these devices are at the core of processing various documents, it becomes easier to make uncontrolled document copies, even if the owner of the document had imposed several restrictions on the original document. 

Your organization must be able to stop these screen grabbers; otherwise, they will put your most sensitive information in jeopardy of being leaked. This means that you should ensure that any apps and keyboard shortcuts that can help users take screenshots are rendered useless, while the device is processing valuable (i.e. sensitive or confidential) documents.

4. Add Watermarks

Another way of ensuring that your documents remain safe is to encourage accountability. Where costly mistakes are made, the people involved in the mistake need to take responsibility for their actions. This is difficult to do as it becomes near impossible to identify sources of leaks in organizations. 

Luckily, if watermarks (especially dynamic ones) are used, it becomes harder to hide behind the rest of the workforce. This is because dynamic watermarks show visible user details when documents are processed and displayed on a screen or printed on paper. Such visible information could serve as a deterrent to unauthorized document distribution.

Even if it is not a big enough deterrent, the people stealing the documents and sharing them with the world would be easy to reach with the long arm of the law.

5. Retain Document Control Long After Sharing Documents

A significant problem with document security is a lack of control once a document has been distributed to others. Once you share documents with your employees or with a necessary third party, you give them full control over the files. They can then copy and paste, share, print, sell, or do pretty much whatever they want with the document. 

This does not need to be the case. There are document DRM systems that will help you retain control to the point where you can revoke access to a document at a moment’s notice. These are the same document DRM systems that can help you regulate print copies and how long each user has access to specific files. If you incorporate such a system into your organization, you can take back full control over your documents instead of allowing other people to control what they can do with your files.

So keeping your documents secure requires many measures, all of which can be found in a good document DRM system.

You may also read

How to Connect the Antenna to TV Without Coax FI
How to Connect the Antenna to TV Without Coax
Types of Bios
Know All About BIOS|Types of BIOS and How to Use It
UXUI Design
Why Is UX/UI Design Still the Real Game Changer?
E-C Microsoft MS-500
How Easy Is It to Pass Microsoft MS-500 Test When You Use Exam Dumps?
5 Effective Ways to Hack WhatsApp by Phone Number
5 Effective Ways to Hack WhatsApp by Phone Number
How Much Does It Cost to Make an App in 2020
How Much Does It Cost to Make an App in 2021?

Reader Interactions

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed.

Primary Sidebar

  • Facebook
  • Google+
  • Instagram
  • Pinterest
  • Twitter
  • YouTube

Recent Posts

  • 60hz vs 120hz Monitors | The Differences Between Them
  • Microsoft Compatibility Telemetry | How to Disable or Enable?
  • Windows 10 Media Creation Tool | A Free Utility for OS Setup
  • What is Rank Checker Online
  • What is Backward Compatibility | What are the Applications of It?
  • What is Compatibility Mode | For Windows, Word, and Explorer
  • Windows Can’t be Installed on This Disk MBR | Easy Solutions
  • exFAT vs FAT32 vs NTFS | Which One’s Ideal for Formatting
  • The Volume Does Not Contain a Recognized File System | How to Fix it
  • 0x80070002 Error Code | How to Fix This?

Footer

Quick Links

  • Privacy Policy
  • About us
  • Contact

Categories

Android Blogging Buyers Guide Difference Hardware How to Online Software Technology Uncategorized Windows

Affiliate Discloser

Tech Dim is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for website owners to earn advertising fees by advertising and linking to amazon (.com, .co.uk, .ca etc) and any other website that may be affiliated with Amazon Service LLC Associates Program.

Copyright© 2021 · TechDim