Tracking Documents and Controlling Use
Why track documents?
Seeing who has opened or printed a document is at the heart of compliance and due diligence. For corporate bodies, being able to say if a document has been used or not and if so, by which authorized users, and when this took place, is critical to demonstrating that the document has been seen by the recipient and not just delivered.
Tracking Documents & Controlling use with Safeguard PDF security
Why Safeguard to Track Documents?
Safeguard to track documents vs Document Tracking applications
As well as tracking document use, Safeguard PDF Security enables you to:
- Stops users sharing PDF documents and editing, copying and pasting content
- Stop printing or limit the number of prints
- Locks PDF documents to specific devices and locations
- Make PDFs expire on a specific date, after a number of views, after a number of prints, or after a number of days from opening
- Stop screen grabbing applications and Windows print screen from taking screenshots
- Watermark viewed and printed pages with dynamic user and system data
- Revoke documents at any time if you think they are being misused
Safeguard PDF security is much more than a document tracking solution – it enables you to distribute and/or sell PDFs securely and control their use regardless of their location.
Tracking overall use
Tracking document views
Tracking document prints
Control & track document use with DRM document protection
Document Control & Tracking
Establishing document control is just the beginning of wisdom. If you cannot achieve document integrity – that the document delivered must be the document sent in both form and format (this is a piece of legal speak, and if you don’t understand immediately all the liability implications please feel free to talk to your own counsel because I do not offer legal advice) then you are building on sand, which, apparently the Bible indicates is not a good idea. (Just as well silicon is not just sand, I guess.)
What document tracking builds on top of document control is the ability to know when particular events (usually the opening of a document, but also the printing of a document) took place. What document tracking is not able to tell you is when someone stopped using a document. There are many reasons for this. On the Internet, if a computer dies on you (or just gets disconnected from the Internet) the protocol has no method of noticing. As a logging system (please do not try to say audit because almost no IT systems actually deliver audit, just logging) there are no messages that say, “I have recently died”, or, “This application is no longer talking”.
The for why is the horrifying amount of network traffic that would be generated if applications would create if they were continually confirming their existence – never mind the problems of managing it all.
It is correct to say that back in the punched card age (after all, computers are post steam age, are they not) there were protocols that detected if a terminal was connected to a mainframe or not. But they were abandoned when the Internet came along, for a free-wheeling approach where a ‘session’ stayed alive for a certain amount of time regardless of whether the connection was live or not. That was the price of resilience – not to get upset if the other half was not there for a while(!).
So as a result of history, document tracking can only tell you when events start, and not when they end. Can you imagine the amount of network traffic if document monitoring could tell you each page that had been read/viewed/passed over by a recipient? It is technically feasible, as are most things, but not technically wise or sound.
In conclusion to this little observation, document control is an absolute, a must. Without it, any document of any importance can be distributed anyhow, anywhere and anywhen. And regardless of what the music track fascists claim, that having access to something automatically grants you the authority to do anything you like, in the words of the song, “It ain’t necessarily so”. Following on from document control, document tracking can be and is a valuable tool in a wide number of circumstances. If you believe that it will deliver valuable marketing information it may prove informative. If you need to be able to ‘prove’ that internal users actually received and at least opened (or did not open) documents then document tracking is an invaluable tool in the administrative armoury.
Download Document Tracking & Control software
Track Document Views and Prints with Safeguard Enterprise
Download document tracking software with DRM controls that protects and controls documents published in PDF format.
Using US Government strength encryption (AES 256 bit) and digital rights management controls to prevent unauthorized use and misuse of your documents, you control who views your documents, what they can do with them (copy, print, etc.) and when they can no longer be viewed (expire). Track when documents are opened and printed and when and where this occured. Revoke access instantly if you think documents are being misused.