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How to Protect Office Plans and Internal Documentation?

Office plans and internal documentation are critical documents that contain sensitive information that should only be accessed by authorized personnel. These documents can include floor plans, business plans, budgets, and project reports. It is important to protect these documents from unauthorized access, theft, or damage. Here are some tips on how to protect office plans and internal documentation.
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Regularly Review and Update Security Procedures

Security is an ongoing process, and you should regularly review and update your security procedures to stay ahead of potential threats. This includes reviewing who has access to sensitive documents, updating passwords, and implementing new security measures as needed.

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.

Screenshot Prevention

One of the greatest feature of HelpRange is way to disable possibility to make screenshots 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).

Track Your Document

You should keep track of who you share your PDF document with and when. This can help you identify any unauthorized use or distribution of your PDF document. You can use tools such as HelpRange to track who has viewed your PDF document and when.

Train Employees

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 parties.

Disable Forwarding

HelpRange introduces also possibility to disable forwarding of your PDF to other people. You just need to set this option to ON.

Conclusion

In conclusion, protecting office plans and internal documentation 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 to regularly review and update your security procedures to stay ahead of potential threats.