PDFs or Portable Document Formats are widely used in offices, schools, and other organizations for sharing information. They are convenient and user-friendly, and therefore, have become an essential part of the business world. However, the sharing of confidential information through PDF files raises security concerns, which calls for the need of a standard security protocol for PDFs.
The answer to this problem is Digital Rights Management (DRM), which has become a crucial part of PDF security and compliance. It is a system designed to protect digital media from unauthorized distribution and misuse. It allows document owners to control the use of their digital content, including the ability to limit access to specific individuals or groups, or restrict certain actions like copying or printing.
The Role of DRM in PDF Security
DRM allows businesses to protect their sensitive data from unauthorized access or theft. It functions by encrypting the PDF files, which means that only those individuals who have the decryption key can access the information. This ensures that confidential and sensitive information remains protected and only accessible to authorized personnel.
DRM also allows document owners to control the access to certain parts of the document. For instance, they can restrict or prohibit the copying, printing or editing of certain sections of the PDF file. This feature is essential in protecting intellectual property rights or specific proprietary information.
In addition, DRM in PDFs can also help in preventing unintentional data breaches, which results in loss of personal data, financial loss, and reputational damage. This is because DRM ensures that only authorized personnel can access the document, reducing the chances of employees accidentally sending sensitive information to unauthorized parties.
DRM can also prevent fraud through tamper-proofing the PDF files. It ensures that the information in the document remains unchanged and is not deliberately or accidentally altered. Documents with DRM protection make it virtually impossible for fraudsters to modify or forge documents, which could cause significant damage to businesses that rely on accurate and authentic records.
The Role of DRM in Compliance
Compliance is a legal requirement for a variety of industries. In the financial and healthcare sector, businesses are required to comply with various regulations and standards. For instance, the Health Insurance Portability and Accountability Act (HIPAA) requires healthcare providers to protect patient information and maintain confidentiality.
DRM can help organizations comply with these regulations by ensuring that sensitive information is protected. It helps organizations to achieve regulatory compliance by applying access controls, monitoring activities, and providing an audit trail of document access.
DRM also supports accountability by providing a tamper-proof audit trail of the document access. This trail provides a detailed record of who accessed the document, when, and what actions they took, including any attempts to tamper with the document. This is crucial in ensuring that organizations have a comprehensive record of the activities related to the document and can hold individuals accountable if there is any unauthorized access or data breach.
PDFs have become an essential part of the business world, and the proliferation of data breaches in recent years highlights the importance of ensuring PDF security. DRM provides businesses with a reliable security protocol that protects sensitive information from unauthorized access and limits data breaches. Additionally, the use of DRM helps companies ensure compliance with various regulatory requirements by limiting unauthorized access to confidential information, tracking the access of the document, and providing an audit trail of document access. Thus, the role of DRM in PDF security and compliance is essential for the protection of confidential data and the long-term success of businesses.
Check out HelpRange
Check out our product HelpRange. It is designed to securely store (GDPR compliant), share, protect,
sell, e-sign and analyze usage of your documents.