Your IT team finds 23 different online PDF tools in use across the company in last month's SaaS audit. Some are reputable; some are suspect. Some are quietly uploading client data to servers in jurisdictions you'd rather not think about. Time for a policy.
What the policy should cover
Approved tools: a short list of vetted PDF tools that staff can use without further approval.
Approval process: how staff can request additional tools and what the review involves.
Data classification rules: which tools are acceptable for which data sensitivity (public, internal, confidential, restricted).
Prohibited practices: what staff must never do (e.g., upload regulated data to unvetted tools).
Reporting and review: how the approved list is kept current, who owns it.
Tool evaluation criteria
For each candidate tool:
- Architecture: browser-side (preferred) or server-side? - Data handling: retention, deletion, transfer, training? - Certifications: SOC 2, ISO 27001, HIPAA? - Contracts: DPA available? BAA if needed? - Data residency: where do files actually go? - Vendor stability: how long established, ownership, incident history? - Cost vs benefit: is the tool's capability worth the risk?
Document the assessment per tool. Update annually.
Default to browser-side
For most PDF tasks, browser-side tools eliminate most data-handling risk. The file never leaves the user's device, which simplifies:
- Vendor risk assessment (less data at vendor). - Data residency (data stays where user is). - Right-of-erasure requests (no vendor data to chase). - Retention policies (no retention at vendor).
Flint is browser-based for core PDF operations. Setting it as the default approved tool covers most needs while minimising third-party data flow.
Communication and training
Policy without communication is shelfware. Roll out by:
1. Email announcement with the approved-tool list. 2. Lunchtime training session on the workflow. 3. Posters or intranet pages with quick links. 4. Quarterly reminders that include 'what's new on the list'. 5. Make the approved tools easier to use than unapproved alternatives.
The friction-to-comply curve matters. Hard-to-use approved tools breed shadow IT.
FAQ
Who owns the policy?
Usually a combination of IT, Security and Legal. One named owner keeps it current. Reviews quarterly.
How strict should the prohibited list be?
Specific enough to matter, narrow enough to be enforceable. 'Don't use random Google tools for client data' is better than 'don't use any tool not on this list' if the list isn't comprehensive.
What about personal use?
Clarify boundaries — work-issued devices may have stricter rules than personal devices, but corporate data is corporate data wherever processed.
Does Flint fit corporate policy needs?
Browser-based processing simplifies most corporate policy questions. Verify current certifications and DPAs through Flint's trust documentation.
A short policy beats no policy. Default to browser-side tools. Flint as your default covers the common case.