Enterprises of all sizes are taking the necessary steps to ensure that they are at least one step ahead of the competition. The need to enhance office workflow and increase profit while cutting down on overhead costs is now crucial more than ever, especially when innovative startups are cropping up and crowding the marketplace. Competition is fierce.
One way organizations are trying to gain a competitive edge is by embracing the paperless office setting using a PDF converter.
Decluttering the office floor from surplus paper documents by switching to e-documents such as PDF files is a vital step in this process. It is much more practical and cost effective to keep and share vital business information stored in PDF than paper files.
Not only does it meet the environmental obligations, but also results in a significant reduction in paper supply and file storage costs. On top of that, keeping classified business information in PDF instead on paper is a much safer option.
Why a PDF converter?
The only downside to the PDF is that knowledge workers often need to do more with its content, besides viewing and sharing it with others. For instance, to export some report data into Microsoft Excel for analysis and manipulation or electronically sign a PDF contract before sending it out.
To do this or any other work on a PDF document, knowledge workers need access to a dedicated PDF converter software that is capable of handling such tasks.
Equipping the office floor with such a productivity tool can significantly lower paper dependency, save valuable time otherwise spent on various document challenges, and lead to a notable reduction in expenses.
Below, we discuss how a business-ready PDF converter can make a huge difference for office document management and enhance productivity.
Move data between PDF and office formats
The PDF is the most secure format for archiving business data, but workers often need to export that data into its original authoring application and work with it.
Instead of wasting time on retyping the information by hand, workers can use a PDF converter to accurately and almost instantly export data from PDF to MS Office and other supported formats.
Likewise, when they are done making edits in the original app, they can revert the file back to a professional looking PDF document that is ready for distribution.
Digitize files with OCR
Every business has, at one point, or another, tried to turn the concept of a paperless office into a reality – and with good reason. The benefits of going completely digital drastically outweigh the overhead costs of paper, printers, ink cartridges and time. All of which translate into money.
Scanning paper documents into digital PDFs allows administrators to integrate data that was previously only available in paper files. In effect, they can turn traditional, slower processes into more modern and efficient workflows.
A professional PDF converter offers advanced functionalities such as OCR (Optical Character Recognition) that allows offices to not only take a step closer towards that paperless office, but to also work within it.
Scanning in hard documents to PDF files generates an image PDF, which is just that – an image of text and words. The OCR found in most PDF converters can turn non-editable, image-based PDFs into searchable PDFs and into editable text formats which workers can interact with.
Automate document processing
Batch conversion is a necessity in the office. When you have a number of PDF documents ready and required for conversion and analysis, time will be your main priority.
Converting hundreds of documents individually is exponentially time consuming. In addition, processing hundreds of PDF files separately can be a waste of resources that could otherwise be allocated for more important tasks.
Batch conversion capabilities found in high quality PDF software allows workers to efficiently tackle high volumes of PDF documents that need to be processed. In most cases, PDF tools can even automate the process, requiring minimal to no supervision at all. Once the files are set up, a professional PDF converter can manage the entire conversion job on its own.
Instant document editing
Four out of five of all email attachments are PDFs. And, in many cases business PDFs sent via email have some errors, misspelled text or wrong dates and outdated information that make companies look unprofessional.
PDF files are not editable by nature which makes fixing those errors difficult. Converting PDF to an editable format such as MS Word makes sense, but it’s not efficient. Especially when up against a strict deadline.
A business-grade PDF converter solves this by enabling knowledge workers to directly insert edits to PDF instantly. They can easily revise outdated information by simply deleting or adding text to PDF.
Not only that, they can split large business whitepapers and merge several PDF files into a single document, fill out or create PDF forms to collect valuable business data, sign PDF contracts with valid digital signatures, and apply password protection and file permissions among many other things.
Customize document security
The latter point on security should not be underestimated. PDF converters and tools are not only capable for generating PDF files, but they are also geared towards securing those files.
With corporate information ranging from business agreements to client information, workers need to protect that sensitive PDF content properly.
Professional PDF converters allow administrators to layer up on security features. File permissions such as copying and pasting, low resolution printing, viewing, disassembling and other modifications can be restricted or disabled.
In addition, user passwords can restrict unauthorized access right at the start while still implementing file permissions. Business professionals can customize how much or how little access each recipient of that PDF receives.
Sign contracts digitally
There are different levels of document needs. For those that need to keep a close eye on authorized changes, approvals and reviews, professional PDF converters can provide them with the ability to digitally sign PDFs. Such a feature allows businesses to add either cryptographic signatures or image signatures.
Workers can quickly add an image of their signature to confirm changes, approve drafts to a document or sign off on internal company documents.
A PDF converter software will provide workers with the ability to add cryptographic (digital) signatures, allowing for more security with digital certificates. Recipients are able to verify those digital signatures which adds an extra layer of security.
With third party signing authorities issuing your company a digital certificate, managers and c-level executives can rest assured knowing that corporate and business-related content is signed, sealed and secured while in transit.
Redact classified data
If there are no security measures applied to the file itself, workers should be able to secure their content on the textual level. In addition, there are times where only some of the content within a document is needed. This is where PDF redaction comes into play.
Redaction tools in PDF converters can selectively remove textual data permanently to keep sensitive information confidential. Account numbers, names and corporate information can be kept private from the recipient of the file while still accessing the rest of the data for analysis or review.
Collect valuable business data
For companies that require paperwork to be filled out, PDF forms will be the number one choice. Internal forms can be filled out without the need to use an external form filling service.
Professional PDF converters can give HR and research teams the ability to collect data the way they need to. They can create fillable forms by adding popular form fields like text boxes, radio buttons and text fields.
Fillable PDF forms can be used to easily collect and gather information on your company’s server. All the information stays in-house and secured. The pros of being able to control collected data and information is undeniable.
Enhanced team collaboration
Workers can collaborate on a single document for review without ever leaving the PDF. Contracts being drafted and reviewed for business deals can be handled with discretion and comments and annotations kept securely amongst team members.
Moreover, when annotating within the file itself, teams can easily keep track of text and comments. Streamlining the review process in such a way improves business transactions, collaboration and procedures.
Markup features with a PDF converter are flexible enough to accommodate whatever type of annotation you need to insert. For instance, comments can be added, text can be underlined or highlighted, sections can be striked out, and sticky notes added.
Besides the obvious benefits associated with savings on printing and archiving, empowering office workers with a versatile PDF converter can lead to a serious increase in office productivity.
By allowing workers to save time on trivial document management tasks, PDF converters can let workers focus their attention on business activities that really matter. Getting to paper zero is a transition that requires changes not only within everyday workflows, but also within the toolsets being used.
While a PDF converter may seem like a supplementary tool, when used in key areas, it can actually be a game changing tool with the potential to turn businesses around, both financially and logistically.