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As you’ve probably heard, the purpose of GDPR is to protect EU citizens from organizations that might use their data irresponsibly. In today’s blog post, we’ll cover what this recent regulation means to IT Professionals, what their biggest challenges are, and how PDFelement can help! EU citizens now have the authority to decide what information to share with organizations, how and where to share it, and whether they want to delete their personal information from any database if they so choose. GDPR and the IT Professional With GDPR replacing the Data Protection Act of 1998, it becomes more critical that businesses, especially IT services, should know everything they need to about the changes that have been brought forth inlegislation. Better understanding means better compliance with the regulations and fewer chances of penalties. Challenges of existing approaches to documents for IT Professionals Document storage: Every item of personal information that you store in printed or digital documents is subject to GDPR regulations. Typically, files are stored in a range of different formats, including: – • Editable documents (such as Microsoft Word files) that can be easily edited, and are therefore insecure • Unencrypted PDF files with no access control Document sharing: Internal collaboration sees documents shared across multiple locations – with little or no user accountability. In addition, many businesses share entire documents as a matter of process, even if only one piece of the document is truly relevant to processing. Meanwhile, the growth in sharing via email and cloud services has also dramatically increased the risk of data leakage. Human error accounts for a large proportion of data breaches and most documents can be opened by anyone that has access to the file. 5 Ways PDFelement can help: 1. Conversion of all Office document file types to PDFs – Getting documents out of paper and into digital office files is an essential first step toward GDPR compliance. PDFelement allows you to create industry standard PDF files that are fully compliant with all PDF viewers on virtually any device. • Batch PDF creation from over 300 file formats • Print to PDF from almost any application 2. Data Redaction Redacting data can allow companies to remove the sensitive or identifying data, without removing the entire record. This makes the process simpler and less invasive. 3. Encryption and Password Protection Encrypt documents with 128-bit or 256-bit AES encryption levels, and permissions settings to control the viewing, printing, and modification of files. 4. Convert scanned documents into editable PDF files A paper-free office has long been a dream for many people. Quickly convert paper documents into searchable and editable PDF files you can organize, share and protect. 5. Archiving PDF/A is an ISO-standardized version of the Portable Document Format (PDF) specialized for use in the archiving and long-term preservation of electronic documents. Make sure you stay up-to-date with this important privacy protection legislation! If you have any other tips let us know in the comments below.
PDFelement posted a blog entry in PDFelement BlogKeeping your clients happy is the hallmark of any good business. After all, that’s where your profits come from, so at the end of the day, it’s what keeps your company afloat. To ensure your meeting the needs of your customers, it’s important to have the right tools at your disposal. And one of the most useful tools is the PDF. As we all know, the PDF has numerous benefits, which is why it has become a publishing standard for many organizations across the globe. The format ensures quicker document delivery in a cost-effective and versatile way and allows the receiver to easily view, store, print, share, and navigate a document that likely carries vital information. Here are five ways in which PDFs help you meet the needs of your most important clients and customers: 1. There’s no or little cost involved No special program is needed for viewing a PDF. In fact, one can easily download one of the many free PDF readers available, including the free trial version of PDFelement! Despite being free, PDFs are much faster, and the documents are high-quality as well. Due to the format, the documents can be distributed globally without spending a penny, and they can be printed anywhere too., meaning you can send any document, to any customer, at any time! 2. The format is the same across all platforms PDFs are the same across all devices. You won’t experience missing fonts, or formatting issues like you would in a text document. It is crucial that business agreements and documents look the same for all people viewing them, particularly when application forms, invoices, tender documents, tax returns, and other similar files are involved. PDFs ensures that the files given to the clients can be viewed the same way across multiple platforms without changing the appearance of the document, meaning each customer sees the document the way they were meant to. 3. It’s perfect for record-keeping and archiving It’s easy to make PDFs searchable, which means it’s also easy to navigate them. For instance, if a client receives a lengthy business document, they can use the search function to simply enter a keyword to quickly find the content they’re looking for. You can also magnify the document without negatively affecting the quality, which is useful when there are visual aids like charts and graphs involved. A PDF format is also ideal for archiving and storing documents. It’s a highly compressed document format that lets you effectively manage text, vectors, bitmaps, and more. 4. It’s easy to email and share Since PDFs are compact in size, they can be easily shared and emailed. PDFs reduce the size of the document drastically without affecting the quality of the document. Consequently, PDFs reduce storage and expensive bandwidth issues which means that changing word processor documents, spreadsheets, and graphics to PDFs can significantly reduce the document size, thus contributing to real savings in bandwidth congestion and email server storage. Another plus is that significant time can be saved when retrieving emails from the server. 5. And it’s more secure Documents like legal contracts and proposals are at high risk of manipulation or falling into the wrong hands which can lead to grave consequences. However, with PDF documents, there is a lower risk of tampering involved since PDFs provide both 40-bit and 128-bit encryption along with password restricted viewing, printing, and copying. Moreover, by using watermarks, users have the ability of digitally emboss the document with their own, unique brand. As well, they can redact sensitive content that they don’t want just anyone to read, meaning clients can feel secure when doing business with you. Having a strong PDF editor like PDFelement on hand helps you ensure that you are meeting the needs of your customers by providing them with top-notch documentation. Do you have any other examples of how PDFs help serve clients better? Comment below!