What’s the price of a document that’s been altered or misused? Have no idea – that’s OK, nobody does since it can not be calculated. Keep studying to discover how companies – small and big – can help to eliminate and mostly eliminate that risk having a simple component of document management.
For several years it’s been common office business practice to possess a volume of plastic stamps for document identification for example DRAFT, COPY, Private, etc. All pretty unambiguous descriptions of the document’s intent. If your document is placed “private” then you need to expect the recipient to do something to safeguard its content. If your document is marked “DRAFT” you would not be amazed if your friend returns it for you with a few comments scribbled onto it.
You’ve most likely also observed that electronic documents have similar markings, usually within the header or footer area. Offices and residential offices are in possession of very sophisticated document processing devices. Home offices frequently have scanners and photo shop software. You can easily begin using these as tools to maliciously (or unintentionally) remove markings from documents. A Duplicate may become an authentic inside a blink of the eye. Further, the marking of the document with footer text isn’t an apparent type of identification and could be easily overlooked. Getting a “mistake” such as this occur in your watch or perhaps in your company can be quite pricey in many ways.
Then, how can you shield you for the business’s documents? Using embedded graphics much like a watermark may be the solution. But, the marking needs to be non-contrast sensitive therefore it can’t be altered with a copier’s contrast settings. This marking should also be so that it doesn’t hinder the document’s readability.
If documents might be safely paid by embedding a watermark in to the text, that might be an answer. But, watermarks can be taken off simply by altering the contrast setting on the copier or even the scan color on the scanner. Which means that the only real secure type of document identification is really a non-contrast sensitive marking that’s embedded in to the text from the document And doesn’t effect readability. Thus, the traditional watermark isn’t the answer for secure identification and good document management.
In the current office atmosphere, the automation of Word can simplify your EDM needs (Electronic Data Management). Nowadays there are add-ons that really help make your documents with whatever markings work for that document intent. Individuals markings remain when the document is exported into distribution (PDF) versions. The document intent remains obvious and unambiguous to any or all recipients, whether or not they have an electronic copy or perhaps a paper version.
Besides supplying fundamental stamps (DRAFT, Private etc.) required by watch, you should think about an add-up with more complex features for example StampIt. Document numbering may be needed and export formats (XPS or PDF) may need a custom stamp applied during the time of creation.
This is inconvenient, expensive and may be a time-consuming, but your documents are going to cost them a lot more time and money than protecting money. Electronic document security either by transferring all your documents through data entry or scanning of documents so that you can back up your security and recover in electronic format.