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.
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.
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.
Check out HelpRange
HelpRange is "Next-Gen Data Room For Documents Protection & Analytics". HelpRange is a cutting-edge virtual data room platform for document access controls and in-depth analytics, ensuring superior management and usage insights for your documents.