Technology

Worried About Your PDFs? Protect Them With These 4 Tips! 

Worried About Your PDFs? Protect Them With These 4 Tips! 
Written by Paresh Bramhane

The norm these days is to work from home due to the modern pandemic. It entails going online and dealing with many files that may contain sensitive information. It has always been a concern of many that someone will look through their information without their permission. Of course, we couldn’t remove this fear since it’s true that data leaks are common on the Internet.

What we can do now is to set up some preventive measures. For instance, you want to send a PDF file to your colleague. You want to remind them that the data should remain confidential at all times. You wouldn’t want others to view the same file that you sent them. There are several ways to set up some prevention. Protect them with these four tips if you worry about your PDFs.

Watermark your PDFs

One of the simplest ways to protect your PDFs is to watermark them. This is an essential thing to do, as it has proven that it’s effective many times. Let’s say that you want to inform others that the file must be kept private the entire time. You can use the Add Watermark to PDF Tool and place the word “CONFIDENTIAL” in all caps to reinforce this idea. Doing this may incite the readers of the said PDF to handle the file more carefully.

It’s pretty easy to watermark your portable document format files. All you have to do is look up the words “PDF watermark” on your browser’s search bar. Numerous websites offering to do the task for you will indeed appear on your screen. Wait! Don’t just click the first search result that appears. You have to consider some factors in picking the right one.

How to use PDFBear’s 100% free watermark tool

If you are looking for a quick and secure tool to watermark your PDFs with, then PDFBear is undoubtedly the one for you. It boasts of its tight security and its efficiency in doing the job. You’ll have a seamless experience in watermarking PDFs with PDFBear. Follow this short guide on how to use the said tool.

  1. Visit PDFBear.
  2. Select and upload the PDF file you want to watermark.
  3. Customize the watermark that you want to add.
  4. Edit where you wish to place the said watermark.
  5. Click Apply change and download your file!

Encrypt your PDFs

Another way to secure your data is to encrypt them literally. PDFs have become popular because one can encrypt them in a way by restricting what others can do. There are two types of PDF passwords that have their respective functions. These are user-passwords and owner-passwords.

User-passwords, from the term itself, are meant for users to view the file. They can do nothing aside from opening it. On the other hand, owner-passwords, also known as permissions passwords, can restrict others from doing specific actions. These actions include printing, editing, copying, and many more. It’s up to you which type you would secure your PDFs with.

You can do this trick using software applications that specialize in dealing with portable document format files. Of course, you can take a cursory glance at the web and see if there’s a tool to encrypt your files. One thing to remember is to give the password only to those you trust. Never forget the key, as doing so will mean that you lost your file.

PDF tracking

You may also try tracking what others do with your PDFs. Although it doesn’t count as a preventive measure, recording who opened the file, who printed it, and such can help when a data leak occurs. This way, you will know who is the one responsible and liable for the possible damages incurred.

You can list who you will allow access to the file. The ones unauthorized who try to open the PDF will stand out like a sore thumb in the tracking record. You can also keep a close watch on who prints a hard copy of the file so that you can know if physical copies are remaining. Quite handy, isn’t it? You may need to install software applications to do this, but it can be beneficial in dealing with security concerns.

Orient your team

Data leaks always start from people. That’s why it’s essential to weed out potential traitors and train your people on how to handle confidential files. Teaching them what can and can’t be brought out also makes the job more manageable. Pick the ones that you genuinely trust before handing out sensitive data.

Final say

Dealing with confidential information always comes with a risk of possible data leaks. If you worry about your PDFs containing them, you can set up preventive measures on the spot. You can try watermarking your PDFs, encrypting them, and tracking how others use them. Of course, the crux of the problem lies with your people. Try these four tips now to ease your worries regarding sensitive files.

About the author

Paresh Bramhane

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