Why You Should be Using PDFs in the Workplace for Better Business

Adobe, developed in 1993 and released for free in 2001 was the choice for Portable Document Format or PDF files for almost a decade—never mind the fact they were the only lucrative choice for much of that time.


Now there are a number of players in the game, all vying for the top spot in the PDF market. Articles debating the merits of each are about a dime a dozen, far more important however is, if you’re not using PDF files in your workplace—never mind which—it’s time to ask yourself ‘why not?’

How is your office losing money every day?

Offices are known, in some cases comically, for resembling a paper mill. Want time off? There’s a form for that. Got a new hire? There’s a form for that.

Hopefully your company has already moved in the direction of streamline internal processes by switching as much as possible to a digital system, but if not, now’s the time.

Email, shared documents, PDFs and messaging services allow the majority of communication and forms to remain online. Invoices can be digitally distributed and projects can be delegated via online systems.

Externally PDF files save time because of their ability to compress files and reduce an entire file cabinet into easy to read and simple to manage files that can be stored on a computer or in the cloud.

Additionally, instead of sending office forms or files as a variety of attachments with links to font, text and graphics, that then have to be pieced together before being viewed or used by the receiver, time is reduced using a PDF files because the document can be sent as a whole file .

PDF files offer compatibility that other formats do not

File sharing can be extremely frustrating when you’re attempting to send a file using a program like Microsoft and the user who received your file only has access to an outdated version. Unfortunately, they will be unable to view your file.

To avoid the hassle of wrangling with Microsoft 1997 users, you can convert your files directly to a PDF format.

The second option for document readability is through the Google Docs viewer. You don’t have to leave your browser and can simply drop the URL into the toolbar provided to create a viewable PDF link.

PDF files help keep information secure

Internet safety is a primary concern for many businesses and users—especially when online connectivity offers access to personal and financial details to unscrupulous users. In cases where individuals and companies are sending sensitive information to and from different users security concerns are paramount.

PDF files offer a measure of security. They are capable of keeping information together dissuading concerns that a file may be hacked or stolen.

Additional concerns are often leveled at the methods in which sensitive information is sent based on the ease that viruses, spyware and phishing operations are able to attach themselves to files that are being passed from user to user.

This concern is alleviated using PDF files. The key is finding a service provider that ensures their files are sent free from harmful attachments and in a secure manner.

The final benefit is in the ways a PDF file can either be edited or locked depending on your preference or needs.

For example if you work for an app development company that frequently sends contracts to clients through email, you don’t want the client to have the option of editing large portions of the proposed contract.

Using a PDF file you can select the text images you would like to be converted for editing and lock the portions you would like to remain in their original format.

Altogether PDF files are capable of making business easier, greener and increasingly streamlined. Many providers offer a free trial and allow you to spend time finding the one that best fits your business’s needs.

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