Highlights:

  • Protecting against phishing attacks and ensuring the integrity of PDFs and Microsoft 365 file attachments are key to safeguarding company data and mitigating risks.
  • Robust digital document security is essential to safeguard data, eliminate legal risks, and ensure compliance. Scalable, integrated workflows are vital for success.

Today, document security has become crucial. Adobe estimates that there are currently 3 trillion PDFs in existence worldwide. It is becoming difficult day by day to manage files across various devices, networks, and services.

Additionally, security threats, from leaks to cyberattacks keep intellectual property, personal data, and confidential data at risk, resulting in damaged finance and reputation. Non-compliant documents also create legal risks and costly penalties, especially as digital accessibility laws are growing.

While it’s not possible to vanish every threat, the right tools considerably decrease risks and manage compliance with regulations. These tools should:

  • Meet compliance standards
  • Support accessibility

Support Document Security Across the Organization

PDFs are key players in business operations, specifically in the world of hybrid and remote settings. According to Adobe, in 2022, users created over 400 billion PDFs and operated more than eight billion electronic and digital signature transactions worldwide.

Managing document-related processes is critical as organizations thrive and onboard new clients. Safeguarding against growing phishing attacks and validating the integrity of PDFs and Microsoft 365 file attachments are critical for safeguarding company data and mitigating risks.

A comprehensive document security approach is essential to address the wide range of security challenges organizations face today. This multi-layer model typically includes:

  • Security best practices
  • Solution-specific security features
  • Information protection measures
  • Access control systems
  • Secure link sharing and cloud storage solutions

Stay Compliant with Evolving Standards and Regulations

PDF and e-signature solutions provide compliance checks to affirm documents meet legal and industry requirements. To be compatible with the growing global regulations, they assist standardize and customize controls, lowering time spent on compliance and empowering focus on crucial business tasks.

These tools back ISO 32000 standards for electronic document exchange and specific regulations like GDPR, HIPAA, FERPA, and GLBA, while also meeting NIST encryption standards under FIPS 140-2.

Moreover, for accessibility compliance, automated solutions manage document remediation and tagging for helpful technologies such as screen readers, confirming inclusive, user-friendly document experiences at scale.

Protect Vital Documents with Top-tier Solutions

Document cloud for enterprise provides comprehensive security and compliance features to address root causes, building a secure base for growth and threat mitigation. Key components include:

  • Modern PDF tools: Share files, collect feedback, manage passwords, compare versions, and edit or sign PDFs on the go with mobile capabilities and templates.
  • Seamless integrations: Pre-built connections with Microsoft 365, Salesforce, Workday, and Google streamline workflows, including sensitivity labeling and low-code automations via Microsoft Power Automate.
  • Modern protection: Features like Protected Mode and customizable trust settings safeguard against vulnerabilities and unauthorized actions.
  • Identity authentication: Use digital identity authentication, two-factor authentication, or government-issued IDs for secure signatures, supported by e-seals for document integrity.
  • Asset management: Easily reclaim licenses and transfer assets when users leave.

Document Security at Every Stage of the Document Life Cycle

Document security requires attention at every stage of a file’s life cycle to prevent theft, loss, or compromise. Organizations must maintain visibility into how documents are created, stored, managed, and shared:

Capture phase

This phase involves creating or saving files in applications and scanning hard copies into digital formats.

Storage phase

Centralized electronic storage allows for better record management, search capabilities, and reduced redundancy.

Management phase

Effective management ensures document security through user roles, permissions, version control, and audit trails, providing comprehensive supervision.

Preserve phase

This phase focuses on maintaining digital repositories for long-term storage, often to comply with legal retention requirements.

Delivery phase

Sharing and collaboration occur during this phase, ensuring secure communication with contractors, partners, and other stakeholders.

Integration phase

Integration ensures seamless collaboration between documents and applications, facilitated by APIs, to meet diverse business needs.

Protecting Your Business with Advanced Document Security

To ensure effective document security, businesses should adopt practical measures, including employee training, secure document storage solutions, and physical security protocols.

Employee training and awareness

Educate employees to recognize phishing emails and conduct regular training on topics like:

  • Cyber threats (phishing, malware, ransomware)
  • Password management
  • Data protection
  • Physical and mobile security

Secure storage solutions

Ensure the safety of digital and physical documents by utilizing features such as:

  • End-to-end encryption
  • Access controls and activity tracking
  • Regulatory compliance
  • Cloud backup solutions
  • Routine security audits
  • Password protection

For physical documents, store them in secure locations and shred sensitive materials when they are no longer needed.

Physical security measures

Protect documents with locked cabinets and access control systems (key cards, RFID doors, etc.) to prevent unauthorized access.

Final Consideration

In a hybrid work environment, strong digital document security is crucial to protect data, eradicate legal risks, and ensure compliance. Scalable, connected workflows are key to success.

Also, enterprise-grade solutions provide thorough protection and compliance features to safeguard files and verify proper processes, people, and technology. These tools encourage organizations to streamline workflows, reduce risks, and save resources while maintaining the highest security standards.

Enhance your understanding by delving into various security-related whitepapers accessible through our resource center.