Enterprise PDF DRM: Protecting your documents



Are employees aware of what exactly “confidential” entails?  Effective strategies to protect company documents can mean the difference between success and failure in today’s global economy. When an organisation classifies a document as “confidential” how exactly does a recipient view it?  How equipped are these recipients in handling the potentially sensitive data they receive and how are they directed in handling the “confidential” file?

Given the technologies available at hand today, it is as easy as A-B-C to make a PDF document or word file, presentation, and spreadsheet available to any person anywhere, without realizing the consequences of doing so.  This is why it is vital for employees to be provided with unequivocal direction on how to safeguard PDF documents and data files with exact classification, access control and labeling.

For confidential and classified PDF data that have to be shared between companies, authorised viewers, associates, consumers and partners, it is important for an organisation to have the right Enterprise PDF DRM in place.  The objective for companies is to safeguard themselves against revenues losses, impaired brands, consumer churn, endangered product modification, legal proceedings, penalties, etc. that can ensue from data unintentionally or maliciously falling into the wrong hands.  If a data security breach involves the engagement of legal proceedings and law enforcement, companies must have had their information sufficiently distinguished and safeguarded; else they are likely to confront huge hurdles in making their case and accomplishing the desired consequence.

In the face of the colossal challenges that organisations are forced to encounter every day, effective document security can only be laid down and asserted through employees, processes and applications working together in tandem.  At the most basic level, executives who view internal and classified data as a substantial asset should be managed with processes in place to manage workflows, as companies can no longer aspire for systems to classify data and control their access, but rather employ real-time Enterprise PDF DRM soon.

Security failures can enter from any angle in a business’ scheme of domestic and extraneous connections.  Most organisations keep a sharp lookout for data intruders, however the absolute bulk of data infringements arise from within the organization and are inadvertent or malevolent in intention.  Sometimes, it might not be just the worker with a grievance to score, even well-intentioned associates and workers can and do neglect to safeguard classified information suitably.

For instance, they might post data in too many online areas – such as internal forums and blogs, social networking processes and wikis – a few secured, a majority not.  Employees may also unwittingly transfer online materials to another part of the organisation, unsuspecting of limitations on how data should flow between organisational borders and sections.  It is possible that they may also disseminate data with vendors and distributors, unaware of where to draw the line between information that should and should not be shared under non-disclosure.

Because internal authorities, workers and management are not able to accommodate or systematically adhere to the sometimes contradictory demands of data owners, data users, processes, schemes, and distinct regulatory models, it is important to establish proactive standards and procedures while training staff across the organization as well as adopting Enterprise PDF DRM processes.  LockLizard employs Enterprise DRM controls and data encryption to safeguard PDF documents against theft and unofficial use.  As an international supplier of Enterprise PDF DRM security software, Locklizard uses public key technology to ensure robust security but smooth functioning.