PDF guide for information managers and records managers

2 min read·18 February 2027

Information and records managers work with document registers, information architecture diagrams, data protection reports, and archive transfers. PDFrust helps structure and protect all these information documents.

Compile a document register and index

An information management system starts with a document register. Export the document register from your DMS (e.g. SharePoint, OpenText) as PDF. Merge the table of contents with the index list in one navigable overview document. Use bookmarks per document category.

GDPR data protection reporting

Data protection reports (DPIAs, processing registers) are compiled in accordance with GDPR. Merge the processing activities, risk analysis, and security measures into one DPIA report. Flatten the report for the data protection authority. Protect the register with access restrictions.

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Document archive transfer

When transferring documents to an archive institution, specific transfer lists are required. Merge the transfer list, selection list, and cover note into one transfer PDF. Stamp the document with the transfer date and archive institution number.

Create classification reports

Documents are classified by confidentiality level (e.g. public, internal, confidential, secret). Export the classification overview as PDF. Add the "CONFIDENTIAL" or "SECRET" stamp to individual documents via the Stamp tool. Use the Redact tool for documents released to the public after redaction.

Information architecture documentation

Information architecture diagrams are drawn in Visio or Lucidchart and exported as PDF. Merge the diagrams with the accompanying textual descriptions into one architecture document. Add version control information (version number, date) for tracking architecture changes.