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A Paperless Office: Advantages Of PDF Format


The use of electronic documents in the work of any enterprise is a great opportunity not only to reduce the cost of office supplies and consumables for printers, but also to significantly speed up the exchange of information with branches and partners by sending files over the Internet.

However, the process of setting up a paperless office is associated with many difficulties.

Thus, for example, the choice of a suitable format, which will constitute the basis of the system put in place, is a great difficulty. Today, there are many text formats and their modifications, and each has its own advantages and disadvantages. However, PDF is one of the most popular. Let’s analyze its advantages together.

Main advantages of the PDF format

The particularity of the PDF format is the independence of the machine and the platform. This means that any document in this format can be opened on a computer running any operating system (using the appropriate software) and will look exactly the same as on the PC it was created on. Thanks to PDF, documents of this type are much more convenient both for creating an electronic archive for internal corporate use and for exchanging information with partners and remote branches.

Sometimes you need to process PDF files, modify them, merge them or split them. You can learn how to merge PDF offline by following the link. Now, let’s pay more attention to the advantages of the PDF format:

  1. Cross-platform

It doesn’t matter what computers are in your partners’ offices and what operating systems they are running. It doesn’t matter what kind of PDF reader software they have installed. Either way, they will be able to view and, if necessary, print the documents in exactly the form they need. Whereas, when using the Word Document format, both parties to the exchange must use the same version of the software.

To be frank, the problem with file reader versions is also with PDF. However, keep in mind that this software is free. Therefore, a new version can always be downloaded from the Internet if necessary.

  1. Free

Any person or company can download the Acrobat Reader program from the Internet for free and use it to work with electronic documents. This is particularly useful when a one-way exchange of information is required.

PDF Format
  1. Security

Documents created in Microsoft Word often become carriers of various viruses. In addition, sometimes in electronic documents it is necessary to use built-in protection against unauthorized access.

And in this regard, the PDF format has certain advantages, since its specification has been reviewed by many independent software developers and experts in the field of information security, who have confirmed the absence of vulnerabilities and deliberately left “holes”.

  1. Standardized by ISO

PDF is standardized by ISO (International Organization for Standardization) for archiving electronic documents and exchanging information between companies.

In addition, Adobe representatives have stated that they will transfer the specification for the latest version of their format to the Association for Information and Image Management (AIIM), which intends to promote it as a common international standard for implementation of electronic document management. .

If this happens (and the likelihood is high), the use of PDF technology for electronic document management will be regulated worldwide.

All these advantages of the PDF format are also relevant for the storage of electronic documents. On the one hand, you will have to create documents in Word Document format, because it is impossible to create a PDF document right away. But it is more convenient to transfer and store documents in PDF format. You can, of course, choose any of these technologies and accept their flaws.

But it is always better to use a combined workflow: create files in Word Document format, and before sending them or transferring them to an archive, convert them to PDF. This approach allows you to use all the advantages of both technologies and avoid their disadvantages.

Therefore, businesses often face the task of converting files from DOC format to PDF format. Luckily, you can use PDF converters to do all the necessary tasks. This is how you can implement the idea of ​​a paperless office!


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