Encrypting your documents or files is one of the important things that you should do to make sure that only authorized people can see your information. Currently, we have been relying heavily on the internet and on the digital processes per se. With this said, we have to stay vigilant and protect our documents with the utmost security measures that we know of. One step is to lock your PDF with a password. You do not need to worry about not being able to access it if you are just starting with the digital world. There are also lots of secure ways for PDF unlock. For you to become more aware, here are steps to securing your PDF files or documents:
1. Apply a password to PDF files
As what was said, it is necessary to apply passwords on your PDF files to ensure that the right people will be the only ones who could view your files. There are also lots of PDF unlock sites reliable online like PDFBear. It safeguards your password from becoming infected with malware and other viruses because of its password removal feature. It also does not store your password on Cloud.
There are two types of passwords: document open password or user password and permissions password or master password. The document open password restricts anyone from opening the PDF file without the password. The permissions password restricts unauthorized users from editing, printing, and copying from your PDF file.
2. Apply a password to word documents
If you think word documents are that vulnerable, past versions have already added a “protect your document” feature to keep out unauthorized users. Anyone without a password could not make changes to the document. Depending on the restriction, you can even toggle it so no one without a password could open the document itself.
3. Preserve digital copies
To protect your document from hackers, making physical copies is key. But what will protect your document from malicious elements outside the digital space? What will protect your document from being physically destroyed? With this, you must have to have both a physical copy and a preserved and secured digital copy for back up. Most businesses today know how keeping a digital copy for back-up is not only handy but also secure. The key here is to have the right encryption, and a trusted data storage application or site.
4. Use eSignatures
Sharing signed documents and allowing it to be sent via email prove to be quite dangerous because a signed document is as good as valid would be vulnerable for everyone to infiltrate. With this, businesses now rely on trusted apps or software programs that will legally sign your documents digitally without all the printing. You just need to keep your eSignature safe.
5. Have proper document filing
We know that organizing your files has always been the rule of thumb for everyone, be it for security or for tidying up. For security, properly compartmentalizing your files saves you from deliberately messing up and misplacing your files, especially the important ones. It also saves you from the tiring job of going through folders one by one just because you misplaced a document. It is also best to make a document management system proven to be safe and trusted.
6. Always back up files
It is a common—and yes—kind of stupid mistake to accidentally delete files. While you might be complacent that you can always find them in the bin, large files would actually just disappear in thin, digital air. Protect your files by always making sure with a backup file. You can keep these files safe with the right encryption, protected by a password.
7. Secure file sharing
Sharing files among your colleagues is one of the most common things to do, especially today when digital processes are widely preferred. It is with file sharing that most hackers become
truly at work with infiltrating your data and using it for their gains. Therefore you always have to make sure you share files in the safest way possible, especially when you are about to send sensitive material. Aside from applying passwords, you also need to share your passwords in the safest way. You can also use renowned file sharing applications and sites.
Ensure the safety of documents
Now that you know some ways on how to keep your documents safe, the key here is meticulous delivery and well-oriented colleagues that share the same security measures as yours. You can also help each other in sharing ideas and research about reliable sites that can keep your documents safe, like PDFBear. Safe documents within the digital space also allow you great productivity! We hope these tips help you in securing your documents. Try them out!