PDFs are the Key to Going Green

After dealing with mounds of paper documents for years, wouldn’t it be nice to simply call up a document on your PC rather than dig through your filing cabinet? PDFs can let your business experience a not-so-new way of minimizing paper clutter in your office by digitizing important documents and storing them on your PC. They are one of the best solutions for “going green.”

PDFs Explained
You’ve probably worked with PDFs before, but you might not know what the file extension stands for. Adobe created this Portable Document Format well over 20 years ago, and as such, it has evolved with the times to meet the needs of the modern business world. Adobe’s official website describes what a PDF is:

An open standard for electronic document exchange maintained by the International Organization for Standardization (ISO). When you convert documents, forms, graphics, and web pages to PDF, they look just like they would if printed. But unlike printed documents, PDF files can contain clickable links and buttons, form fields, video, and audio — as well as logic to help automate routine business processes.

When a business owner decides to go green, they generally want to minimize the amount of paper in the office. One of the easiest ways of doing so is by converting any paper documents you have into PDF files. The environmentally-concerned business owner will find that they can easily locate important documents with their PC’s search function. Additionally, PDFs are able to take advantage of other digital assets that computers offer compared to ordinary paper.

Easily Edit Documents and Fill Out Forms
Just like any other document you would compile on a computer, like a Microsoft Word file, you can take advantage of rich editing features for PDFs. Though they were initially designed for printing purposes, being able to edit the document before doing is a life saver. Remember that it’s much more difficult to edit a paper document that’s already printed out, than it is to fix it before doing so.

Search for Specific Content
One of the biggest perks of using PDFs is that they can easily be searched using a simple command prompt. Thanks to the incredible spread of PDFs throughout the industry, every word processor (that matters, at least) has the power to convert your document into a PDF file. This comes with the added bonus of being able to easily read and share these documents, as well as find key phrases when you need to prove a point. Naturally, you understand how annoying it is to dig through a pile of papers only to not find what you’re looking for, and PDFs eliminate this need. This one benefit stands head and shoulders above the rest.

Know Your Documents Are Secure
Unlike some word processor documents, PDFs can only be viewed by those who have permission to access them. They can also be protected by the security measures you’ve put into place on your network, making them very secure; unlike a paper file, which can easily be taken if it’s not locked in a filing cabinet.

With PDFs sporting these three key benefits, you’ll find it easier than ever to push your office toward a greener future. For more tips on how to keep your business practices as green as can be, give Computerware a call at (703) 821-8200.