Using PDF documents for more secure document workflows

It is becoming more and more difficult for companies to guarantee the security and integrity of their data, not least due to the increasing mobility of employees. Staff spend more time away from the office, accessing company documents from all over the world, often using their own devices.

With mobility and the latest opportunities for communicating and reproducing information, the risk of data loss rises. When printed out or distributed incorrectly, lists and documents can easily fall into the wrong hands or be accidentally or deliberately deleted by employees. If development results, customer drafts, contracts or other confidential information fall into the wrong hands, it is not simply a competitive disadvantage for the company concerned. When data is lost or stolen, while the company’s competitive edge or reputation may well suffer, it could also incur financial losses or be liable for heavy fines

Secure creation, editing and archiving of documents – six good reasons to use Kofax Power PDF Advanced

Kofax Power PDF offers all security functions for creating, circulating and editing PDFs on a user-friendly operator interface. The main benefits of Power PDF in a secure digital workflow are:

  1. Easy configuration of read, edit, copy and print authorizations. Restrictions can be defined on a file-by-file basis, for standard security profiles or by assigning personal access rights via a Document Rights Management System such as Microsoft Active Directory Rights Management. Power PDF Advanced also takes account of all security settings that can be
    assigned in the FileOpen DRM system. Microsoft’s Active Directory Rights Management Service (ADRMS) is supported. This function enables administrators to define access rights via the Rights Management interface and to apply them to PDF files. This works both directly using Power PDF and also in SharePoint workflows. It is an effective method of protecting your PDF documents against
    unauthorized access
  2. Strong encryption. Power PDF uses industry standard AES encryption, with a 128 or 256 bit key length, and also supports the Public Key
    Cryptography Standard (PKCS) #12, while retaining backwards-compatibility as far as version 1.1 of the PDF standard. Word documents can also be protected directly when being saved as PDFs.
  3. Automatic or manual removal of sensitive data. With Power PDF, sensitive data such as dates of birth, addresses, social security and credit card numbers can be detected automatically when scanning paper documents, and be redacted or removed. Hidden information can also be removed automatically before sending a document.
  4. Digital signatures and certificates. Documents can be signed and authenticated to guarantee their authenticity and integrity. Power PDF supports PKCS#7 and CAdES cryptography standards for signing and certifying documents.
  5. Rapid implementation and integration with existing systems. Power PDF not only enables the generation of secure documents from office software such as Microsoft Office, but it can also be integrated seamlessly into workflows in the latest Document Management Systems such as HP Worksite, Microsoft SharePoint or OpenText eDOCS.
  6. Compare two versions of a document. Power PDF allows the user to view a comparison of different file versions, clearly displaying any differences between the version

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