Advice on best system to password protect PDF docs

Best way to password protect & email documents with sensitive data

Didn't find your answer?

Can anyone give me advice on which system/package to use to send documents by email that contain sensitive data.  for instance a Self Assessment Tax Return from HMRC saved to a PDF document, are they any other options than subscribing to Adobe Acrobat DC?

What does everyone else do?

Thanks in advance from someone who is not very advanced with technology...

Replies (15)

Please login or register to join the discussion.

avatar
By Accountant A
21st Jun 2019 13:20

I can't recall how but I have password protected pdfs without using paid software. The issue is whether the password protection is adequately secure.

Might be worth having a word with your professional body and/or your PI provider.

Thanks (0)
avatar
By Vile Nortin Naipaan
21st Jun 2019 13:52

Hand delivery is the most secure option.

Thanks (0)
By Moonbeam
21st Jun 2019 13:57

I am similarly IT challenged. Luckily as I have an IT company looking after me they've advised me to download 7-Zip. It's free and you can password protect pdf's with it. If I don't know the person very well, I usually have their DOB so I use that as the password and tell them that's what they should use to open it.

Thanks (0)
Replying to Moonbeam:
avatar
By C.Y.Nical
27th Jun 2019 11:45

Does the recipient need to have 7-Zip on their device? I can't find the answer to that question on the 7-Zip site or anywhere else.

Thanks (0)
Replying to C.Y.Nical:
By Moonbeam
27th Jun 2019 11:57

No they don't. They just need to know the password.

Thanks (1)
Replying to Moonbeam:
avatar
By C.Y.Nical
28th Jun 2019 18:54

Thanks

Thanks (0)
By alan.rolfe
21st Jun 2019 14:35

I find that PDF-XChange Editor is a very capable and much cheaper alternative to Adobe Acrobat.

We've rolled it out across the office, so people can do clever stuff with PDF's (including passwording, if required).

Indeed we love being able to work with digital documents on screen and use this software to allow us to apply ticks and notes, etc. to existing PDF files. It also allows flexible ways to merge documents, delete pages, etc.

It is from: https://www.tracker-software.com/

That said, when we want TR's signed we use Adobe Sign and get the documents signed on screen. Even better solution than a passworded PDF.

Thanks (0)
Replying to alan.rolfe:
avatar
By sammerchant
27th Jun 2019 17:25

I can confirm that PDF-XChange Editor is effective, secure and reasonably priced. You'll soon pick it up. I believe there is a free version, but I always feel that you can't complain if you got a freebie!

Thanks (0)
avatar
By adam.arca
22nd Jun 2019 10:37

I'm similarly IT challenged. I also prefer to keep my systems close to the old fashioned paper way of doing things because that's what I (and, I think, most of my clients) am comfortable with.

That's one reason why I don't use a portal and it sounds like you're not considering that route either?

You shouldn't need Acrobat and it would probably be overkill. Just like most basic PDF creators are free these days, most also offer inexpensive paid for versions which will allow password protection.

I use CutePDF which I find a bit clunky but it does what it says on the tin. It (and others) also include a lot of other features and I've found the document merging facility very handy a couple of times recently.

I've used my client code as the password because that is totally unique between me and the client. It does mean I've had that conversation or text thread "what is my client code" more times than I care to think about since GDPR. Another problem has recently cropped up where I've had to send accounts to third parties and then felt the need to create a new doc with a different p/w. So perhaps on balance something more generic like DOB might be easier if a tad less secure.

Thanks (0)
avatar
By Geoff Whitle
27th Jun 2019 11:43

You could always look into using Egress Switch, this allows you to send files securely without the need to password protect them. You will need a licence to send regular emails or to share files/large files, but the recipients do not need a licence. This negates the need to password protect documents and avoids the inevitable forgetting what the password is for a file sent weeks earlier

Thanks (0)
avatar
By ajspipers
27th Jun 2019 12:28

There are numerous websites where you can upload a protected pdf file and they will instantly convert it and prompt you to download an unprotected version of the file for you free of charge!
Be warn-ed!

Thanks (0)
avatar
By Gillian Mill
27th Jun 2019 15:00

We were concerned about the number of different password protected documents being emailed so bit the bullet and now have a secure document portal on our website. I would say 70% of clients love it, 20% accept it, 5% can't do it and 5% refuse. Those that refuse have to provide a disclaimer if they want us to email confidential information.

Thanks (1)
avatar
By djokhoo
27th Jun 2019 21:47

You can use Sedja desktop pdf software with limited usage for the unpaid version to password/encrypt pdf files. {uses internet service} Full version is rather cheap.
Their website is;
https://www.sejda.com/desktop

Good luck

Thanks (0)
avatar
By KH
28th Jun 2019 09:42

If you use a Mac, then the included software includes Preview, which amongst other things allows you to manipulate PDFs, including password encrypt them ... so you might be paying an extra two grand for the computer, but at least it gives you £5's worth of free good software for encrypting PDFs ... ...................

Thanks (0)
Pile of Stones
By Beach Accountancy
28th Jun 2019 21:26

I use PDFMate PDF Converter. Not very intuitive (you have to make a PDF of a PDF(!)), but it works and is free...

I agree password protected files aren't very secure, but they're better than nowt

Thanks (0)