19 June, 2023

Many companies will use a virtual data room when they need help protecting proprietary documents. Measures like controlling access to documents, tracking user activity, restricted printing, and configurable expiration dates for access to documents can help keep documents confidential. ShareVault also offers dynamic watermarking. Watermarking can be a helpful tool in keeping your documents safe, especially when used alongside these other security measures.

Reasons To Watermark

At ShareVault, our dynamic watermarking feature means that when a user has permission to print a document, the document will contain a watermark on each page. The watermark is customizable by the administrator and can contain information such as the user's name, IP address, email address, date and time, and a confidentiality statement. These dynamic watermarks can help keep your documents confidential in a few different ways:

Deter Users From Sharing Documents With Unauthorized Users

One of the main benefits of using our dynamic watermark is that it can deter users from sharing printed documents with unauthorized users. Including the user's personal information on each page of the document is a strong reminder that the information contained in the document is confidential and acts as a powerful deterrent for sharing the document inappropriately.

Eject Tamperers From ShareVault

Our watermarks come with anti-tampering security measures. If a user is trying to alter or delete your watermark, they will first get a warning. If they try to tamper with the watermark again, they will be ejected from ShareVault. With documents shared in less secure ways, watermarks can be removed or altered with the right tools. ShareVault automatically prevents this violation.

Customize Watermarks Based on Usage

The text of our watermarks is customizable for all administrators. Administrators with ShareVault Pro or Enterprise can completely customize their watermark's font, color, and opacity. If you have ShareVault Pro or Enterprise, you can change the font and colors of your watermark whenever you want, and you can apply different watermarks or remove them entirely from specific documents. This gives you more freedom to accommodate certain users' wishes and makes the watermarks more visually appealing.

What To Avoid When Watermarking

Watermarks are a helpful way to protect your confidential documents, but there are a few scenarios that you should avoid when watermarking your documents.

Make Sure the Watermark Isn't Too Overwhelming

A watermark that is too big, colorful, or opaque could interfere with the user's ability to read the document. It can also make it less visually appealing and too distracting. Make sure you are selective with the font, color, and opacity of your watermark.

Make Sure the Watermark Is Clear

You also need to be sure that your watermark is clear. Just as you want to avoid a watermark that is too opaque, you also want to make sure it isn't too transparent. It may also be hard to read a watermark that is too small. Make sure it is a visible size.

Start Your ShareVault Virtual Data Room Free Trial Today

ShareVault helps keep your proprietary documents safe from outside hackers and unauthorized users. It will automatically protect against unauthorized users even if an approved user was the one that sent the document. Try a ShareVault virtual data room today with our 7-day free trial.