How Secure Is PDF in Business?

PDF certificates

IT security is a topic many companies simply take for granted. Only a small number of employees enjoy dealing with it in detail. But cyberattacks and data leaks are causing major damage more and more often. At that point, security becomes a top priority:

  • How can we protect our company and IT systems?
  • What does a highly secure system architecture look like?
  • Which security best practices matter for document management?
  • What should employees pay attention to when handling documents every day?

Security for PDF documents​

Let us look at our core area, PDF documents, and review which security features are available in the PDF format. And if these features already exist, they should of course be used.

The good news first: Compared to many other formats, PDF offers numerous security features that help ensure confidentiality, integrity, and authenticity of PDF documents. These are important aspects, especially for long-term document archiving.

Password protection​

Let us start with one of the most fundamental security features: password protection. PDF documents can be protected with a password required to open the file. This prevents unauthorized access to the document’s content. Make sure you choose a strong password with a combination of letters, numbers, and special characters. The longer and more complex the password, the harder it is to crack.

  • webPDF and password protection

    Set a password that is required to open or edit the document. This helps protect the document from unauthorized access.

Read more in the webPDF blog: How to set password protection in the webPDF portal

Encryption​

PDF also allows you to encrypt documents to protect them from unauthorized access. While password protection controls whether a document can be opened, encryption protects the document content itself, even if someone can open the file. Encryption can have different security levels, depending on the algorithm and key length used. A higher encryption level usually provides stronger protection, but may also increase file size.

  • webPDF and encryption

    webPDF supports encryption of PDF documents to protect them from unauthorized access. Choose from different encryption levels, for example 128-bit encryption, to ensure a high level of security.

Read more in the webPDF blog: Encryption of PDF documents

Digital signatures are an important tool for ensuring authenticity and integrity of PDF documents. You can digitally sign a document and thereby confirm your identity. A digital signature also ensures that the document has not been modified after signing. Recipients can verify the signature to ensure the document comes from you and has not been altered.

  • webPDF and digital signatures

    Use digital certificates to sign documents electronically and ensure their authenticity and integrity. Recipients can verify the signature to confirm the document has not been manipulated and originates from the stated source.

Read more in the webPDF blog: Securing documents with digital signatures - Part 1 - Part 2 - Part 3

Watermarks​

Another useful security feature in PDF documents is watermarks. Watermarks are transparent text or images placed over the document content. They can contain, for example, the company name, a logo, or a “Confidential” label.

  • webPDF and watermarks

    webPDF lets you add watermarks to PDF documents. For example, you can use transparent text or images to mark a document as confidential or identify its origin.

How it works: Insert text or graphics as watermarks in PDF

Access permissions​

PDF allows you to define specific access permissions for a document. This includes controlling whether users can print, copy, edit, or comment. By setting permissions, you can precisely control what is possible with your PDF document and who can access it.

  • webPDF and access permissions

    webPDF allows you to define specific access permissions for PDF documents. You can control who is allowed to view, print, copy, or edit the document. This gives you full control over how the document can be used.

By combining these security features, you can ensure in your company that PDF documents are protected and confidential information does not fall into the wrong hands. This is especially important when exchanging confidential data, handling legal documents, or protecting sensitive business information.

3 important reasons why PDF formats should be secure​

1. Confidentiality and data protection​

Many PDF documents contain sensitive and confidential information, whether in companies, healthcare, or legal contexts. Appropriate security measures ensure that only authorized people can access this information. By using features such as password protection, encryption, and access restrictions, you can ensure your confidential data does not end up in the wrong hands.

2. Authenticity and integrity​

In many business and legal transactions, it is critical to ensure the authenticity and integrity of documents. PDF provides security features such as digital signatures, which allow you to verify the sender’s identity and ensure the document has not been changed since signing. This is essential for legal validity and protection against forgery.

3. Compliance requirements​

Many industries and organizations have specific compliance requirements for document security. These include rules for protecting personal data (such as GDPR), compliance with industry standards, or internal security policies. By implementing suitable security measures in PDF documents, companies can ensure compliance and reduce potential liability risks.

PDF format: as reliable as ever?​

The PDF format has become a global standard in business because it is considered trustworthy and secure. As discussed in this article, the security of PDF files depends on multiple factors within an organization. Absolute 100% security can never be guaranteed. It is therefore important to follow a holistic approach to PDF document security.

In addition, suitable technical safeguards must be implemented. This includes, for example, antivirus software and firewalls to protect PDF files against malware or unauthorized access. Regular updates of software and operating systems are also critical to close vulnerabilities and keep PDF security up to date.

Tip: If you use webPDF, we always recommend installing the latest security updates to ensure maximum protection. You can subscribe to the webPDF changelog via RSS feed to stay current on all important updates.