RDocs is RPosts cloud based revolutionary approach to Document Security. It empowers document senders with powerful controls over their documents even after shared, and detailed insights into interactions with their documents.
The RDocs service converts any document or presentation file (e.g., .DOC, .PPT, .PDF) into an RPD (Rights Protected Document) file, in which the security features selected by the document originator are prescribed into the file itself, which displays to the reader as a simple .html file that can be open in any browser, and in any device.
Both sender and reader experiences may be built into apps, output management systems, or web user experiences using API connections to the RDocs servers.
This article covers the following topics:
RDocs Key Capabilities
RDocs features can be grouped into four main categories:
- Access Controls
Allows senders to select the level of security required to access a document, based on the specific use case:
1. Track Views: allows senders to assess the popularity of a document by tracking number of views by IP.
2. Track Readers: records views both by IP and by email address, which enables senders to build lists of readers for marketing purposes.
3. Restrict Readers: at the moment of creating an RPD, the sender prescribes a list of authorized readers. Regardless of whether the RPD file is forwarded, unauthorized viewers will not be able to access the content of the file and, instead, will be prompted with the following message: “This document has restricted distribution”.
- Location Protections
Document originators can navigate an interactive map to ban/enable geographic regions where their files can/cannot be accessed from. Tech savvy users can input IP addresses in the form of a CIDR list to restrict access only to those internet locations.
- Content Protections
Senders can make a document self-destruct on a timer, on a specific date, after a number of views, or at the click of a button at the originator – for example, to “unsend” a misaddressed sensitive attachment. RDocs further allows the originator to add dynamic watermarks that are associated with each viewer to discourage unauthorized sharing, or ultimately to track a leaker. Originators can even restrict or track screen captures and printing.
- Real-Time Interactivity
Senders can append notes into the document and tally viewers’ votes and feedback in real time. Senders can also set a reply-to address different from the sender’s email address.
*Note: some features require a specific access controls level to be used.
RDocs FAQs
What is an RPD?
RPD stands for Rights Protected Document and it’s a file construct patented by RPost where the security and controls that the document originator prescribes are built into the file itself. The RPD displays to readers as an .HTML file, which can be opened in any browser or .html file viewer.
The RPD file construct allows document originators to control document access, manage content sharing, restrict views by location, and even kill content entirely, all after the send.
What are the benefits of using RPD vs. PDF?
While PDF files allow for some level of protection, such as limiting copying, printing or requiring a password, once shared, the document is out of the control of the originator.
The main benefit of using RPD over PDF is that document originators always remain in control of their content, even after the send. Plus, RPD files further prevent data loss with features like automatic purging, dynamic watermarking with the reader’s email address, disabling forwarding, and more.
Can readers open an RPD on a mobile device?
Yes.
Is RDocs supported on all web browsers?
RDocs is compatible and can be used with Mozilla Firefox, Google Chrome, Internet Explorer, Microsoft Edge, Apple Safari and most other current and modern web browsers.
Are the 3 security levels included in the Standard plan?
Yes.
Are all features included in the Standard plan?
Yes.
Which file types are supported by RDocs?
RDocs supports .doc, .docx, .pdf, .ppt and .pptx. RDocs continues to expand file support based on customers evolving needs.
Does RDocs keep a copy of the sent document?
No. RPost´s servers do not keep a copy of the sent document.
As a sender, can I be notified when my documents are being read?
Yes. When preparing the document for sending, select the option “Notification of reading”.
As a sender, can I track who is reading my document?
Yes. In the “Manage” tab, senders can keep track of all their sent documents and get insights into who is reading their documents, where, how many times, and from which IP addresses. Note: to track this information, senders need to select levels of security 2 (Track Readers) or 3 (Limit Readers).
As a sender, can I un-send a document?
Yes, document originators can control what happens to the document after the send. They can ban access to certain recipients, pause or even kill the document – all from the Manage tab.
Can I un-authorize readers that I have previously authorized and shared and RPD with?
Yes, originators can ban individual readers after the send.
What happens if a user opens an RPD file after I have un-sent it or after I have banned said user from accessing it?
This user will see a screen reading This document has no access.
Can recipients of an RPD forward it?
Senders can enable or disable forwarding their documents. Security levels 1 and 2 allow recipients to share the document. Security level 3 (Restrict Readers) specifically prevents readers from sharing. Unauthorized readers will see a message explaining that they cannot access the content because it has limited distribution.
Can I create my own watermark?
Yes. RDocs provides the document originator with the possibility to create their own watermark and add it to the document by selecting the option MyLogo inside the watermark options.
What is a CIDR list?
CIDR (Classless Inter-Domain Routing) is a method of assigning Internet Protocol (IP) addresses. Document originators can restrict access to their documents to certain CIDR lists.
What are some example scenarios where I, as a sender, would choose Security Level 1 over Security Level 2 or over Security Level 3?
Level 1 Security can be used, for example, to share non-sensitive internal documents and presentations. Level 1 allows senders to track popularity of a document (quantity of views), limit visibility or access by geo location, and even maintain control to enable or expire at will.
Level 2 Security can be used to share Sales & Marketing content like product brochures and whitepapers, research reports, corporate board minutes or resolutions, among other examples.
Level 3 Security can be used to share financial tip newsletters, real estate market reports, any kind of subscription content, funds transfer information, invoices, documents containing PII, among others.
Do recipients need a special software to open an RPD?
No. RPD is received as an HTML file that can be opened in all major web browsers.
Do recipients need to create an account to open an RPD?
No. Recipients are not required an RDocs account to open an RPD.