When documents are printed they are often done so without any branding or layer of protection. In a shared-printer environment, this is even more of a regular occurrencewhere they are left in printer trays for others to see or whatever. Information workers, temporary staff, guests and others may be walking by the printer where the document(s) are in full view.
Without a invariable policy and simple method of paper document management, paper documents are insecure and unidentified as to purpose in far too many instances. In most cases, this may not cause a problem. But, when it does, the cost is steep. The price of a “DRAFT” becoming an ORIGINAL can be incalculable.
This happens daily in thousands of companies on an all-to-frequent basis. When documents are printed for any number of reasons, it is often without any form of label or identification to prevent misinterpretation or misunderstanding. Unfortunately, rubber stamps are the most common form of paper document management and compounding the problem is thier use in the margins.
The most effective method of dealing with paper and PDF document management is to identify and label the document at the time it is printed. In the case of a PDF, the document marking should be done at the time it is created from Word. This requires both a method that is easily implemented and a policy requiring the action. If the PDF is not labeled or identified when it is created from Word, it requires a manual use manipulation and a PDF editing program to mark or stamp the document. Moreover, if the user wants to mark only selected pages of the PDF, each must be done individually which can be a tedious process.
It is essential that your paper document management method be able to make your document unmodifiable. Additionally, it should be able to mark one, all or selected pages of any document. And your method must be dynamic in allowing the instant creation of markings to meet any requirements.
Marginal stamping of documents is ineffective for complete protection. This is the primary shortcoming of the rubber stamp which is very outdated. Preventing the misuse or misunderstanding of a document requires marking that cannot be removed. It further requires an user-friendly interface that facilitates and promotes use.
Shaded gray images (watermarks) are useful in small settings and where mishandling or misappropriation are low-risk. However, the security provided by this marking minimal given today’s copier technology. Using shaded color offer additional protection but still doesn’t prevent alteration or duplication and deletion of the marking.
Hollow/Outline, embedded non-contrast sensitive marking is considered the most secure form of document identification. This is where the stamp or legend is embedded in the text and is the same color as the text of the document. This prevents the stamp from being removed by a copier setting or just being covered up as can be done with a rubber stamp in the margin. The hollow/outline form of marking becomes part of the document itself – it cannot be removed. This is the most effective form of paper document management in an overall document management policy.
StampIt for Word is the standard for automated document marking and is the solution for ending the use of rubber stamps for paper document marking. StampIt merges the power of your word-processor with the power of your printer. It’s like having instant, total access to the right custom rubber stamps that are fully automated.
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