How to Protect Contracts and Commercial Documents?
In today's digital age, protecting employees' personal information is crucial for any
business or organization. This includes sensitive documents such as employment
contracts, payroll records, and employee performance reviews. These documents contain
sensitive information that, if mishandled or stolen, can lead to identity theft, fraud,
and other serious consequences. Here are some tips on how to protect documents with
employees' personal information.
Use Non-Disclosure Agreements (NDAs)
A non-disclosure agreement (NDA) is a legal document that prohibits the recipient of the
information from disclosing it to others without the owner's permission. An NDA is a
common way to protect confidential information, and it can be useful for protecting your
PDF document as well. You can ask investors, potential partners, or anyone else you
your PDF document with to sign an NDA before you share your PDF document.
Disable Printing and Downloading
Most PDF editors come with an option to disable printing and downloading of the
document. This option is especially useful when you want to share the document online
but want to prevent others from printing or downloading it. However, it's important to
note that this method is not foolproof, as users can still take screenshots of the
document or use third-party tools to extract the contents. That's why you need better
tool for the job.
Host your files in HelpRange
That's why one of the most effective ways to prevent unauthorized distribution of your
PDF files is
by hosting them on a secure platform. You can use a secure file hosting service like
HelpRange, which comes with advanced security features like encryption,
access controls, and versioning.
Another critical aspect of document security is ensuring that all documents are stored
securely. This means storing documents in a secure location with proper access controls,
limiting the number of individuals who have access to the documents, and ensuring that
all documents are backed up regularly.
One of the greatest feature of HelpRange is way to disable possibility to make
of your documents. To disable this possibility you just need to check "Screenshot
Protection" to on for given document.
Online Access to Document Via OTP (One-time passwords)
To protect your documents really well HelpRange introduced possibility to let your
viewers see your documents only after successful sign in attempt (using their emails as
way of authentication).
Monitor document activity
You should keep track of who you share your PDF document with and when. This can help
identify any unauthorized use or distribution of your PDF document. You can use tools
as HelpRange to track who has viewed your PDF document and when.
In many cases, employees are the weakest link in the security chain. It is crucial to
train employees on the importance of protecting confidential documents and teach them
how to do so. Conduct regular security awareness training sessions and make sure that
all employees understand the risks of sharing confidential information with unauthorized
HelpRange introduces also possibility to disable forwarding of your PDF to other people.
You just need to set this option to ON.
In conclusion, protecting documents with employees' personal information is essential
for maintaining the security and privacy of sensitive information. By following these
tips, you can help prevent unauthorized access and theft of confidential documents.
Remember that security is an ongoing process, and you should regularly review and update
your security procedures to stay ahead of potential threats.