The evolution of PDF is not new, because the PDF format
is developed in the early '90s. However, the use of documents in PDF format has
increased day-by-day, and one can say it is high time for PDF. The popularity
of PDF is not only limited to a particular sector of companies like
construction companies; PDF is widely used in every industry of organizations.
The main purpose of developing PDF was the
complications during data sharing. The main issue was users using a different
operating system and computers, so the shared document format used to get
converted and lose its authenticity. To maintain a similar yet straightforward
format, the
PDF format was introduced.
From maintaining clients' information to invoicing
clients, even sending proposals or memos—everything is done in PDF format. Each
time any PDF file gets opened, there's no sign of any changes in that format
even the operating system or the computer differs.
If your company still believes in the traditional way
of working, such as using paper documents, then here are some reasons to help
you realize why PDF is useful for your business.
1.
The format is maintained through-out
Documents created using word-processor can get changed
while the document is opened in some other operating system or computer. In
such cases, if any image or graph is in the document, the difference in
formatting can create confusions.
Using PDF, one need not face these types of problems.
This is because the files in PDF format are always going to look same, no
matter in what computer that files are opened. Plus the PDF files are always
print-ready, and they do not need any change in the format.
Some scanners and scanning software can also scan the
paper or digital documents and convert those directly into PDF format. For more
information, visit filecenter.
2.
Omnipresent Format
PDF is a globally accepted format. The documents in PDF
format are easy to view and simple to share. The format remains the same
whether you are sharing a file with the colleague sat next to you or to a
person who resides on another side of the world.
3.
Small File Size
The PDF format
ensures that the file size is small, even when the file is a high-quality
file. Without damaging the file's quality, PDF comprised the data into smaller
files which reduce the storage space in the hard-disk. This is appropriate when
anyone is using limited storage resources.
4.
Secured Files
The PDF files
can be secured by using passwords. While you are continuing your business,
it is needless to say that you have some confidential data of yours and even of
your clients. To maintain privacy, using a secure password to protect those
files can be very effective. It is also recommended that while protecting those
files using passwords, a strong password should be applied. A strong password
should possess a combination of small and capital letters, at least one number
and one special character. On the other hand, regularly changing those
passwords for additional safety is also advisable.
5.
Any OS support the Format
No matter what operating system or OS is being used,
whether it is MAC or windows, the documents created in PDF format remain the
same. Plus even anyone is using their smartphones, and then also the format
doesn't change if the mobile operating system differs from iOS or Android. The
receiver would not face any problem or confusion while opening the document in
PDF format.
6.
Compatibility for Non-text elements
Inserting images, links, or notes are also considered a
great feature of DMS. Any link can be opened from the PDF directly, no matter
which device (mobile, tablets or computer) the user is opening the document.
7.
It's here to Stay
Technology changes and creates more effective
solutions to our problems. However, in the case of the PDF format, the
format is here to stay for a long time. As the format is accepted and
appreciated globally, it is not likely to go away. The history of PDF is huge,
and today's computing world will require something out of the box to shift from
PDF, which is not likely to happen very soon. So investing in PDF is definitely
a smart idea which is going to beneficial for your business.
While summing up, it is not hard to guess that PDF is
one of the best and popular file-formats without any doubt. No one should be
surprised to guess why PDF is popular because of the benefits that are
mentioned above.
Controlling sensitive documents, securing them and
sharing those files with ease was never possible when the OS and the computers
were important and vital factors.
No matter which sector or industry your business
belongs to, the advantages and benefits of using PDF for business cannot be
denied.
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