With the General Data Protection Regulation (GDPR) being applicable in all member states of the European Union as of 25th May 2018, companies of all sizes and industries are bound to define processes and systems to manage personal data in a more structured and reliable way than ever before. Obviously, the first thing that comes to mind are customer databases, CRM systems, marketing automation tools. But what about documents?
Personal data and confidential information are not only contained in databases and internal systems, but also in various business documents. Moreover, businesses, institutions, organizations have a lot of them. Whether storing or sharing such documents, it is crucially important to be aware of the specifics, have the right tools and take the right actions.
The PDF Association refers to the PDF file format as “digital paper” and the “de facto standard for electronic documents”. In order to make sure PDF documents are included in your internal data protection compliance processes, there are a few things you should take care of.
Time and time again information is being disclosed in high-profile legal cases because of epic redaction fails.
It is true, that the PDF format has its specifics, that make redaction somewhat tricky, but understanding the basics and using the right tools makes it simple and efficient.
Among all the variety of different existing variants of PDF, PDF/UA is definitely the one that shall become the most widespread. In a digital era, the Web became the major way to get around with many aspects of life, and people must do more and more interactions digitally. Such entities as state authorities, suppliers of services, banks, etc., publish an increasing number of documents on their websites. When people deal with them, more and more of self-service, self-engagement is expected, which means all the people shall be equally able to use those documents effectively. But worldwide there are an estimated 253 million people with vision impairment; and from 3 to 7 percent suffer from reading disorder (dyslexia). Therefore, the documents must be provided in a form that allows those people to access the information on their own. And that’s exactly what PDF/UA is about: providing all people equal accessibility to information in documents by using just one universal format.
We often work with documents containing confidential data. Any time we need to share data, we have to take care to treat such data properly. A lawyer doesn’t need to know who is the side of your contract and what is its amount when providing consultation. How can this information be reliably concealed when asking for advice about the contract?… Read more
How often do you work with PDF documents? Do you just read them or do you need to copy text fragments and make occasional corrections to the data they contain? These are some of the questions we put this summer to more than 500 employees of medium and large-sized companies. The survey revealed many interesting facts about the PDF format and how it is used in the modern office… Read more