Password Protect Onboarding Document PDFs from Google Docs
Password protecting onboarding document PDFs from Google Docs creates a secure first impression for new employees and keeps their personal and employment data safe during the pre-employment period.
What onboarding documents to protect
Offer letters, employment contracts, benefit enrollment forms with personal data, background check consent forms, tax forms sent to the employee before their start date, and any document containing the employee's personal details before they have a company email account are all candidates for encryption.
Setting up a standard onboarding password
Establish a per-employee onboarding password when the offer is extended. Communicate the password on the call when the offer is verbally accepted. All subsequent onboarding documents use the same password. Update the password after the employee starts to a new standard for ongoing HR communications.
Converting onboarding packages
If an onboarding package contains multiple documents, convert each from Google Docs using the Docs to PDF extension and apply the same password to all of them. The employee uses one password to open everything in their package, reducing confusion.
Frequently Asked Questions
What if a new hire cannot open the password-protected PDF?
Most devices can open password-protected PDFs. If the new hire has trouble, direct them to open in Chrome (free, all platforms) or Adobe Acrobat Reader (free). Call them to provide the password verbally if the email communication was unclear.
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