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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.
Sometimes it’s a challenge to stay on top of emails, tasks, and documents. But with an effective online document management system, and the help of programs like PDFelement, you can make sure they don’t get on top of you! Since the introduction of document management systems, technology has drastically evolved. Company intranets today allow you to upload documents without a problem while also providing you a platform for project management and conversation. As a result, the intranet is the ideal place for online document management. Plus, with programs like PDFelement to help you edit and organize your documents, as well as convert them into a universal format like PDF, your life is made even easier! When using an online document management system, make sure to keep the following tips in mind: 1. Plan how to implement it Each time a new software is introduced to your team, you should carefully plan the implementation process. Keep in mind that some people will learn the system more slowly than others. There is also a high chance that you will face resistance to the change in technology from certain members of staff. It’s recommended to come up with a strategy that accounts for challenges you might face, provides enough training, and encourages user adoption too. With the help of a social intranet software for managing documents, the implementation process can be streamlined. 2. Encourage Collaboration Many professionals prefer to work solo, and this won’t change until someone actively encourages them to collaborate. So, while your team might consist of extremely talented and creative staff, the team won’t be able to reach its complete potential without collaboration. Collaboration is only possible when you encourage it through an easy-to-use online system that everyone feels comfortable using. Once this happens, work will flow a lot more smoothly. 3. Use it for communication Communication is a crucial part of any project. In most cases, issues come up due to a lack of communication among the stakeholders of the project. Businesses today provide access to multi-channel communication platforms to all employees. So, team communication, as well as document management, must be integrated to get the best results. When you start using an online document management system as a central hub, users will automatically start to communicate without emails or external applications. 4. Assign someone as an administrator An effective online document management system is one in which documents and files are uploaded regularly. However, with this constant influx of files, there can be confusion and duplication. It’s easy to lose track of things. However, with a dedicated administrator, it’s a lot easier to manage the flow of traffic in the system. By hiring an expert, you can administer the social community and keep track of your document management system as well. The administrator can also answer questions that staff may have. 5. Define access rights Not everyone needs complete access to all the files and documents in your online document management system. So, with proper access levels, you can avoid confusion while also safeguarding certain documents. While some documents might need editing, others will be complete when they are ready for upload. So, these must be listed as read-only. Plus, setting permissions can make sure that there are no changes made to documents that you think are complete. Through the help of programs like PDFelement and other Online Document Management systems, you work can be made much more enjoyable! Have any other Online Document Management tips? Let us know in the comments below!
In this week’s tutorial post, we’ll discuss how to add stamps to PDFs using PDFelement for easier reviewing, collaboration, and teamwork. Stamps are a great collaboration tool, no matter how you use them. Whether you want to let your team know when their drafts have been approved, or show them where to sign on a document, you can clear up a lot of miscommunication through the use of stamps as an annotation tool. PDFelement offers a wide range of default stamps for users. You can access these by navigating to the “Comment” tab and selecting “Stamps.” This will display a drop-down menu of different stamp options. Once you click on the stamp you would like to use, you will be able to place it anywhere on your document. You will also be able to change the sizing to suit your needs. However, it’s important to note that there are some properties you can can’t change, such as color. But what about custom stamps? In some circumstances, you might want to create your own stamp, whether it’s a fancy seal of approval or just a stamp that doesn’t come with default settings. To do this, head over to the “Comment” tab and click on “Create Stamp > Create Custom Stamp.” Your custom stamp will need to be an image file. You can’t directly type text to create a stamp. Once you create your stamp, it will show up under “custom” for easy access in the future. You can also later manage your stamps to edit or delete previous custom stamps you created. Here is an example of a custom stamp I created, which I named “Approved.” Here, I’m able to Create a new stamp, edit the current one, or delete it. In this scenario, “Edit” just means swapping out the photo. The name remains the same. There you have it! This is how you work with stamps in PDFelement for Windows. Any questions or tutorial requests? Let me know in the comments below! We also have an online forum where you can get your PDFelement questions answered. Hope to see you there!
Imagine this: You have a long report. We’re talking hundreds of pages long. Do you want to have to scroll all the way down to chapter 30 manually? Or would you prefer an interactive table of contents that links you directly to different sections of the document in just one click? In this week’s PDFelement tutorial, we’ll go over how to create a table of contents for your PDF files, whether it be a portfolio or e-book! First, you’ll need a table of contents page. If you don’t already have one, you can create one in PDFelement under File -> New -> Blank. You can type up your content and adjust the formatting. Make sure to include page numbers that correspond to the pages in your document. Personally, I find it easier and quicker to create my table of contents in Microsoft Word and then export the file as a PDF. I find that Word has a wide variety of formatting tools more suited to creating a nicely aligned table of contents. There are also templates available to make the whole process go by even more quickly! Once you are finished with your table of contents, open the PDF file in which you would like to include your table of contents. Head over to the “page” menu. Add the table of contents page that you just created by selecting “Insert." Choose the option “From PDF” from the drop-down menu. Next, you’ll need to link the page numbers to their target pages. Under the “edit” menu, select the “link” tool. Draw a box around the page number. A pop-up should appear once you finish your box. Make sure to choose “go to a page view.” Hit “set link”. Then, scroll to the page that the link should lead to and click “confirm”. Use the same method to link the rest of the page numbers. And that’s it. This is how you set up your interactive table of contents in PDFelement! Note that this tutorial was shown through the Mac version of the software, but the Windows version has the same steps for creating a table of contents. Any questions or tutorial requests? Comment below! We also have an online forum where you can get your PDFelement questions answered. See you there!