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How to share contents of word files but not the file itself to avoid robes

Posted on 2010-01-10
Medium Priority
Last Modified: 2013-11-15
I need that five employees can read the content of one word file but I don´t want that they can copy, move the files outside our network. Even could be useful if they cannot use cut/paste or CTRL C and CTRL V.

I have been looking for a software that could avoid the delivery to the files that need use our employees to work (just in read mode) to do their jobs.

One excellent solution would be a software able to cryptography the content and show it inside the network but it can avoid to move out but the cryptography copy, and it could be unusable for the thief.

Can anybody suggest to me any profesional solution, even acquiring any software
Question by:He_Angel
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LVL 11

Expert Comment

ID: 26278645
Hello He_Angel. I think no matter how you publish the documents you can't prevent the user to use PrintScr key, paste the image some where else and get away with the info in jpg format. So provinding them with a image of the document will be the most you can do. There are softwares to print to a jpg file.

I have used Zan Image Printer with good results (http://www.zan1011.com/jpg.htm) but there are also other free tools that do the same.

If it is just for reading configure the quality of the image to be not so good in order to prevent the use of a OCR software on the image.

Author Comment

ID: 26278775
But with this I cannot solve the main challenge. I want to share the content of the file (even jpg) but I do not want to let to the employees to copy or move or save as the file outside our network.

Any idea about it?

Accepted Solution

ddw360 earned 1500 total points
ID: 26279788
Well first - you can save these to a secured file server with read only permissions to start by having a automated routine to convert them to secured PDF (PDF that require either password or security certificate public/private keys to be viewable).

Make the files only accessible via an Intranet web page that requires encrypted login.

The general gist is that the webserver is:

1) Not accessible outside of your network

2) User must "login" and have the "certificate" properly installed on their workstation/browser

3) PDF expects a certificate to be present to be viewable, and also the type of certificate allows for limited privileges (cannot print or copy text)...

4) There are several PDF authoring solutions that support this... of course including the Adobe suite of products.

5) Regardless of the solution used in #4 - the whole "policy/approach" must be set up correctly and thoroughly tested to ensure you meet your security goals... let me know if you need any help.

See notes below:

--Secure PDF with passwords
Passwords provide a simple way to restrict access to and usage of your content, in situations where password sharing is possible. With Nitro PDF Professional, you can set two levels of password security:

Open passwords enable you to lock your file so only people with the correct password can open it.
Permission passwords allow you to lock particular functionality when a user opens your file. For example, you can prevent users from copying text or printing your document.

--Secure PDF with certificates
Digital certificates let you secure PDF files so they can only be opened and used by people who have exchanged digital certificates. Certificate-based PDF security offers many advantages over password-based security:

--Certificates cannot be copied or shared easily.
It removes the need for approved recipients to remember and type a password each time they use the PDF file.
The one PDF file can use different security settings for different file recipients. For example, you may grant one person editing and printing privileges, while another is limited to viewing privileges only.

Author Closing Comment

ID: 31675226
This solution only works for pdf but is not a universal (all kind of files) solution.

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