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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.
For most businesses, the complete elimination of paper isn’t really a feasible option; but that doesn’t mean that they can’t still participate in “go paperless” initiatives. Even small steps can help. A small reduction in paper usage can cut costs significantly and make important daily tasks more efficient! Whether you work for a startup or a well-established company, reducing paper always has its benefits. Plus, PDFs can be your best friend, since many tools that aredesigned to assist in going paperless involve the use and management of PDF files. Why use PDFs? PDF is a file format that can be used without the need of a particular operating system or even hardware or software. Everything that is required for displaying the content of the PDF is embedded within the format including the fonts, texts, and the graphics. As a result, PDF is considered to be an almost exact digital representation of a paper document. So, for documents where the layout is important, PDF is the ideal choice. Plus, it eliminates the use of hard copies! Generally, almost all computing devices including tablets and smartphones can display PDFs, and they will look the same regardless of the platform you use for viewing them. Apart from their portability, using PDFs is also a good idea for the following reasons: · Quick access By converting the documents to PDFs, you can quickly get access to the information. Websites and web pages can also be converted to PDFs so that you can, later, go back and have a look at them. · Security Converting Microsoft Word documents into PDFs ensures that the document cannot be copied, altered, or even printed without using a special PDF editing tool. Thus, you can give others access to your work without losing control of your documents. Benefits of printing to PDF When going paperless, printing to PDF can provide the following benefits. 1. Document formatting is maintained PDFs enhance the efficiency and professional image of the company. With documents such as invoices and receipts converted into PDFs, it is easier to sort, file, and organize the files, plus their formatting is properly maintained. A big issue when sharing Word documents is that the formatting can change when being transferred between devices. This can make you look unprofessional to your colleagues. By printing a document to PDF before sending, you can be sure the document will look exactly the way you intended. 2. Client communication is made easier Communicate sales and offers to your customers without paying for printing and postage costs. Since many people now have smart devices, it is easier to send out PDFs so that the customers can access it immediately. As a result, efficiency is increased while storage costs and paper copies decrease. PDF files can be easily retrieved on the go too, and can be shared via email or over a network with coworkers, clients, etc., reducing the hassle of carrying a pile of papers with you. Plus, the transport of data is more efficient, and no document couriers or fax machines are involved when you simply print to PDF. 3. File size is more compact A huge advantage of the PDF file format is that you can compress high-quality files to a relatively small file size easily and without losing quality. That’s ideal for sending documents to clients because the file size won’t be too big to send over email, and PDF files don’t take up a ton of space on your hard drive. Next time you are sending that long presentation to a client or colleague, make sure to print to PDF! 4. Security and privacy are improved When it comes to security, the only way to protect sensitive data on a hard copy sheet of paper is to lock it inside a filing cabinet or throw it in the paper shredder. PDFs on the other hand, can be easily encrypted with a password so that no one else can make changes to it. You can also redact certain information that you don’t want visible to everyone receiving the document. Have any other reasons why it’s beneficial to print documents to PDF? Let us know in the comments below!