Communication is the lifeblood of all organizations. It's hard to imagine how people could work if they couldn't talk to each other. Thanks to the information technology available in our offices we no longer need to speak to one another directly that much. Now we can pass messages electronically from office to office. Even people working very close to one another are now more likely to email each rather than directly converse about an issue. Those in favor of IT point out the efficiency and timelines with which information is exchanged. Others however bemoan the fact that increasing reliance on IT has robbed workplaces of the human warmth that was previously present when people spoke to each other more. There is however a more serious problem with regards to IT use and this concerns the security of the data that is transmitted over office networks and via the internet.
Security of data is an issue of great concern because confidential data must never find its way into the hands of people with bad intentions. The threat to data security is real because these ill-intentioned guys are always actively seeking ways of gaining access to confidential data and there are many ways they can do this. Some people hack into computer systems using stolen passwords or by exploiting weaknesses in these systems. If these methods prove too difficult they may recruit one of your employees to steal some of your firm's crucial data. The latter form of theft is more dangerous because one can't easily tell who the mole is from among trusted employees.
You can nevertheless prevent insiders from stealing important data by protecting documents with DRM software. Protecting documents is very easy if you have the right tools. One effective method for protecting documents is converting them into secure PDF documents before transmitting them electronically. The benefit of using secure PDF documents is that you can restrict access to them and only let specific individuals view their contents. Secure PDF documents can be locked, for example, so that only someone with a password can open them.
There are many other security settings that can be applied to secure PDF documents including preventing people from printing them, preventing copy/pasting, and making them capable of self-destructing after a set period of time. Protecting documents should become routine because you can neither tell when someone with bad intentions will attack your systems nor can you tell whether one of your staff is sharing crucial secrets with outsiders until it has already happened.
Exploring the need for data security in the office