Rumor: Adobe Portable Document Format (PDF) files are more secure way to post your information than HyperText Markup Language (HTML) files.
Truth: HTML is actually much more secure because you control the document. Who has control over your document?
PDF takes that control out of your hands because it is a "Portable" document (PDF stands for Portable Document Format) that can be shared with anyone. PDF files can be passed around through email to anyone, anywhere - you do not have control over the distribution.
HTML files on the other hand remain on your company's server system. People can view these files, but they can't take them with them. The documents themselves never actually leave your possession. This means that you have control over where your document goes.
What does security mean? Security and protection are words that get tossed around a lot in the Internet world - but what do they really mean? In the context of this discussion, there are three forms of protection that are relevant:
1. Viewing files
This is a simple form of protection in which you either allow people to read your documents or you don't. Both PDF and HTML files can be protected from people viewing them.
With HTML files, you put them on a secure server and require people to log in with a username and password to view them. This not only provides you with viewing protection, but it also leaves a paper trail behind. You can tell who was viewing your documents and when they were viewed. You can also change the password at anytime.
PDF files on the other hand only allows password protection. Once people have that password, they can access the document anytime they want. They can also share that password with anyone and let others view the document. Once you have distributed the PDF file, you can't go back and change the password. In addition, there are tools availble that can crack PDF passwords!
2. Altering files
As discussed earlier, HTML files never leave your company server so someone would have to "break in" to your company's computers to alter the document. In addition, they would have to use a graphic editing tool to change content.
PDF files, however, are distributed and can be easily altered and re-distributed. Although PDF files can be secured with passwords, tools exist to crack those passwords and Acrobat Professional or 3rd party products can directly edit PDF files and not have to resort to image manipulation.
3. Copying information
Users who view your document online in Broadridge's HTML format cannot select text to copy as the contents of the page are graphic files (not editable text).
Contents of a PDF file can be copied and pasted into other formats unless that PDF is secured and not cracked.
By restricting copy/paste functionality and controlling the hosting of documents, Broadridge's solution provides a higher level of security than PDF files.
