Document creation suites like Word or Google Docs allow files to be saved as PDFs, but they don’t allow for the more in-depth customisation offered by dedicated tools. What to look for in a PDF toolĪll of the major browsers now include in integrated viewer allowing PDF files to be opened and read, but if you want to actually create or edit PDFs yourself, there are a few options. PDFs can also be made searchable, making it much easier to find the specific information that you’re looking for when trawling through multiple large documents. While this could sound slightly labour-intensive, cloud-based systems can be scheduled to provide automatic backups, removing the need for staff to spend valuable work-hours maintaining these electronic files. By maintaining electronic files, you are ensuring that data remains backed up, be it on hard-drives, flash-drives, or stored safely in the cloud. You don’t need an overflowing bin beneath your desk to remind you that paper is disposable. Some prefer digital signatures due to the advanced identity verification they provide, while others' legislation will be slightly looser. When looking for a digital authentication solution it’s worth bearing in mind that different countries require different levels of signature verification. As a rule of thumb, e-signature processes are easier to implement than their more advanced, yet technically demanding, digital signature cousins. They both replace traditional, inefficient signatures while facilitating digital business transactions, and are as legally binding as a hand-written signature. E-signtures, on the other hand, refer to any electronic process that indicates acceptance of an agreement or a record. Digital signatures use encrypted code to authenticate a signer’s identity to sign documents electronically. With digital signatures and e-signatures becoming a prevalent method of authenticating digital documentation, users can also be more confident than ever before that regulations are being complied with.Ĭontrary to popular belief, digital signatures and e-signatures aren’t the same thing, but it’s easy to spot the difference. Most email providers store a copy of all sent messages and attachments, so that it can be legally proved which document was sent to which address and when. With access management, you can specify who can view, print or change files.Ĭompanies that use PDF documents are also in the best position when it comes to providing proof of communication. Many providers have encryption and access options that mean unauthorised people can't read them. In comparison, electronically-produced and distributed PDF documents are considerably safer. Paper documents can be stolen or simply picked up with no way of tracking them down. Anyone with physical access to the records, or who just happens to be standing by the printer when the document prints, has access to potentially sensitive data. Without PDFs, it is very difficult to specify the authorised user group for a document. Certain aspects of data privacy make hard copy forms and printouts problematic. Paper and printed documents can also entail legal problems. Other fully-editable document formats, such as Word docs, can have their formatting completely ruined by one misplaced keystroke. PDFs also offer the ability to make it impossible to edit documents beyond filling in certain sections. Analysts estimate that business and legal risks fall by a third when forms are electronically processed end-to-end. Direct capture without disruption can easily overcome these issues - rather than printing out a form and getting it to the relevant department, employees can transmit a completed version directly, with the whole process being completely traceable.Īccording to IDC, putting in place digital-first document processes like this can boost revenue by 36%, while slashing costs by 30%. The resulting delay between data capture and data processing makes matters worse. The advantages of PDFsĮfficiency is one of the key advantages of using PDFs it’s much easier to fill out a digital form via entering data or signatures into pre-assigned textboxes in a PDF than it is to print it out, complete it by hand, re-scan the completed form and then share it with the relevant party. It's time to join the rest of the world and go digital. Forms and documents are old school and can have serious implications for data processing and legal security.
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