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Very few business procedures are aimed to back extensive remote working capabilities. And in this regard, most of them could lack suitable embedded controls. For instance, a travelling executive who may be new to remote work may not have a VPN setup and could find it challenging to do so due to the many introductory requirements of the application. This is why it makes sense to have stringent data security control processes such as PDF DRM to help mitigate risks. A digital rights management security tool is crucial in safeguarding your information regardless of where it lies.

If you are looking for a data security control solution to protect your company’s sensitive data, here are some data security processes you need to look into.

The data security program you choose must support secure remote working tools

When large numbers of your working staff are installing and setting up essential security tools such as multifactor authentication and VPNs, it is imperative that IT security teams lend their capacity to these tools. Employees can benefit from answers to their queries through front-line support deployed by IT security team members at a call centre or helpdesk. Remote training is also an essential tool when introducing new technology to employees, along with instructions for the safe handling of confidential data.

The data security solution you choose must secure documents across all stages

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Within the office environment, the workforce has ready access to various document sharing mechanisms. They also make use of secure, disposable bins or shredders for classified printed materials. However, while on the move, some employees could lack these resources and confidential data could end up in the wrong hands. Setting up norms to retain and destroy sensitive information is crucial, and in this regard, digital rights management can come to the rescue. By protecting the intellectual property of your content, you can ensure that your data is not unnecessarily exposed to breaches or misuse.

PDF DRM can prevent unauthorized access and enable you to share documents securely with complete control regardless of where they reside. You can prevent editing, printing, copying and altering permissions on the protected PDF file. PDF security is essential in every organization that stores their sensitive information in PDF format, which is why, through PDF DRM, you can apply access and use rules to the PDF information you have created and set automatic expiry dates (document expiry controls).  You can also revoke access to PDF files at any stage.

The data security system you choose must encompass a broad range of monitoring.

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It is critical to widen the scope of an organization’s information monitoring activities, especially for data and endpoints. Since data attacks have increased over the years, expanding the company’s reach of data monitoring is essential. Besides, underlying boundary protection mechanisms such as web gateways, proxies, intrusion prevention systems and even network intrusion detection systems may not be helpful in securing remote workers or third-party associates who operate beyond the enterprise network or are not connected to a VPN. To broaden the scope of monitoring, IT security teams within organizations must continuously update data their security information and event management systems with modernized toolsets.  PDF DRM can be used to automatically log when documents are opened and printed, by who, where and when.

The data security tool you use must be in tandem with incident response protocols

When data security events take place, an incident response team typically takes over to decide how to report them. IT leaders and company must build redundancy options within response protocols so that responses are not stored in the event that decision-makers are unreachable. Besides, if normal escalation pathways are interrupted due to remote workers, these redundancy options can come handy.

Understand whether the data security of third parties is in tune with your organization’s data security and document security goals

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Almost every company outsources some aspect of their work to contractors and off-site vendors. In most cases, IT systems are integrated with contractors, and information shared with both contractual and noncontractual third parties need to be looked into. When businesses begin to assess which controls must be extended to employees to secure remote working protocols, they must also do the same for third-party connections and users. 

Third-party associates are likely to manage similar shifts in their security protocols and operations. For instance, you could ask your third-party provider to share their data security protocols. If they fail to demonstrate proper data security controls or procedures, you could consider restricting or even interrupting the connectivity until their vulnerabilities are remediated. Alternately, you can ensure that digital rights management is enforced when you share classified information with third party associates. Using PDF DRM, you can decide who can use your protected documents and be assured that your classified data is stored in an encrypted form. Besides, you can automatically revoke access to the material once the permitted user has completed viewing your secure content.