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PDF Tips for Small Businesses

Small businesses usually can’t afford access to powerful PDF tools, making them susceptible to data security breaches. Kofax Power PDF is an affordable tool with an accessible interface that anyone can master. It offers built-in security features for document protection in small businesses.

Small businesses must prioritize data classification for protection against preventable cyberattacks. By monitoring and controlling who has access to which PDF file, you can ensure that only those who should have access can download and share the files.

Understanding Document Security Levels

There are five levels of document classification used to keep data secure. Understanding which type of information you are working with will help you protect that data. Your teams must categorize documents accurately and handle sensitive information carefully to prevent serious consequences.

Public data refers to information such as employees’ names and job descriptions. Employee names may be confidential information in some industries, but usually, it’s a matter of public record. This type of information rarely needs security, and anyone can view them.

Private data includes company inboxes, contact information, and ID numbers - usually password protected. However, internal data contains budgets, messenger platforms, and strategies. This information is only available to individuals who work for the company and often requires a personalized username and password.

Confidential data includes card numbers and PINs, insurance information, and fingerprint data, which are only available to specific employees. You should always store this information behind two-factor authentication, as a breach could be disastrous.

Restricted information is the data protected by law. This information includes anything under confidentiality agreements or health information protected by HIPAA. It is often only accessible to a few people and protected by multiple layers of security, such as fingerprints, facial recognition, and passwords that change regularly.

Differentiating Between Password Protection, Digital Signatures and Encryption

Password Protection is the Go-To for Data Security

Passwords are the most used form of data security. We use passwords for everything, from phones to bank accounts. In the past, this was enough, but now we need to be more careful about security because hacking has increased. Choosing better passwords can already make a massive difference for your digital security.

When selecting a password, choose long strings of random letters, numbers, and symbols. Complex passwords provide better security than birthdays, pet names, or childhood friends. Newer options like fingerprints, facial recognition, and two-factor authentication make protecting data more manageable.

Digital Signatures Represent Authenticity

A digital signature is how the receiver knows the information has come from a trusted source, provided a message is unaltered between sending and receiving. Using digital signatures helps you recognize potentially harmful messages before editing a PDF containing unsafe data.

Encryption Encodes Data

Encryption scrambles restricted data in a message or document. After verifying the receiver’s identity via a digital signature, you can only decrypt this data using a generated key. To properly secure a PDF, you need an encryption certificate from a certifying authority.

Encrypt Your PDFs

Use Power PDF to add password, signature or certificate encryption to your documents. This prevents anyone without the appropriate authorization from viewing or downloading your documents. You must educate your entire team on data security practices. Teach your team to create strong passwords and keep them safe, remaining alert for hoaxes.

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