How To Share a Secure PDF
Much of Business is Done These Days Via PDFs—But Are Those PDFs Really Secure?
A PDF, or Portable Document Format, is a file developed by Adobe in the 1990s to present documents in a way that preserved the fonts, layout, and graphics of the original document without being susceptible to the misreading interpretations of multiple software systems. Ideally, a PDF is a static document, a document that is formatted to retain its information, text, fonts, vector graphics, raster images, and other information needed to display it. PDF was standardized in 2008, and no longer requires Adobe royalties for its use.
With all of that permanent layout, its easy to expect PDFs to be secure, but are they really? In this age when PDFs are used to capture important private business and tax information we want them to be as airtight as possible, so how can this be done?
Are PDFs Via Email Really Secure?
Sending an email is like sending a postcard: everyone or every system that handles it can see and record what you’ve written, and when your send an email it doesn’t just fly straight from your computer to your receiver’s computer—there are a lot of short but critical pauses along the way. Even password-protected PDFs can be read if not encrypted. Metadata can be exploited and document history and personal information can be gleaned.
How Can Caplinked Help Protect the Sharing of PDFs?
Option 1: Add a Password
Adding a password is the first and most basic method of securing a PDF, and in many cases it’s all that you need. A password prevents people from altering a PDF, but it doesn’t prevent anyone from sharing it, opening it, or spreading it. You also can’t be certain whether the sent PDF is being shared with the password, giving you a false sense of security. You lose control of the document, and the password is easily passed along.
While it seems like this is a necessary evil for sharing important documents, it doesn’t need to be.
Option 2: Send a Document Through Caplinked
Using the centralized hub for all Caplinked activity, the dashboard, you are able to access all workspaces, view recent activity, monitor notifications, and manage contacts and messages from a user-friendly interface. Caplinked can be used anywhere, from any device on any platform.
Step 1: Workspaces
Workspaces serve as a secure vault for sharing documents and PDFs. Setup takes less than ten minutes, it has unrivaled file and folder upload speeds, and you can manage and access all your Workspaces from your desktop or mobile device.
Step 2: Document Control and Management
Quickly upload documents directly from your browser or use Caplinked’s powerful desktop uploader, Safelink. Then harness the document editing power of Microsoft Office to make changes directly from your Workspace. From there you can view PDFs, Microsoft Office files, images and video directly from your browser without any additional plugins for downloads. You can update copy, make additions for Excel and Word documents all within Safelink’s system, as well as tracking any changes made to a document. After editing your document, Caplinked creates a new version of the file on our secure server.
Step 3. Collaboration
Rather than just collaborating with a wide variety of people all using the same password, Caplinked’s editing and collaboration tools make communication with teammates and external parties simple and easy. Store, edit, and correspond on a secure Workspace without downloading countless files. When changes are made, send messages to stakeholders through Update Announcements. Internally collaborate with collaborators using instant messaging. Q&A Assignments (also known as Subject Matter Experts) let you assign one of multiple administrators to answer questions from a specific permission group. And a comprehensive activity feed keeps administrators up to date and alert to an changes made to the document.
Step 4: Permissions
You can create customizable groups and configure view, douwlaod, and upload permissions for all documents or individual folders and files. Link your Salesforce or Caplinked contacts to add hundreds of users directly to custom groups. All files are private by default, and you can immediately revoke access to workspaces or files whenever you choose.
Step 5: Track Changes
Track all actions and changes made within a Workspace including views, downloads, permissions changes, and viewed pages. This enables you to maintain a comprehensive audit trail of every edit, action, or event that occurs within a Workspace. You can quickly locate earlier versions of a file in case something was improperly modified, and you can generate detailed reports using custom filters to keep your team, external collaborators, and investors on the same page.
Step 6: Digital Rights Management
FileProtect provides a secure digital rights management (DRM) wrapper around your sensitive files, protecting documents against vulnerabilities and hacks. Viewers must login in secure credentials to open the file, keeping the file protected after downloaded. You can grant or restrict access to viewing or printing documents at any time, and you can revoke rights at any time without worrying about the security of your files.
Step 7: Watermarking
You can enhance sharing documents by watermarking them with Caplinked Watermarking. Apply custom watermarks that include time, date, email, and IP address.
Step 8: Security
Finally, your documents are protected with the industry’s most secure technology and credentials. Plugin-free technology means no more worrying about software updates or threats. We use military-grade 256-bit encryption, SSAWE18 and ISO 27001 certified servers, and are HIPAA and SOC 2 Compliant. Only Workplace administrators decide who gets access to each document and whether or not those with access can view, edit, download, and/or upload documents.