PDF (Portable Document Format) and its Significance in Business Documentation PDF is a globally accepted document format that businesses, educational institutions, finance firms and many industries use for business documentation.
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Introduced in 1993 by Adobe Systems, Portable Document Format (PDF) is a reliable file format used to present and exchange business documents conveniently. This format is independent of hardware, software and operating system. An open standard maintained by the ISO (International Organization for Standardization), PDF is the ideal choice for storing and sending all sorts of electronic documents - from company newsletters and presentations, to legal contracts and financial reports. PDF is versatile and can contain buttons, links, audio, video, form fields and business logic. They support electronic signatures and can be easily viewed using Acrobat Reader software. For businesses that need to convert large volume documents into PDF, utilizing PDF conversion services would be the practical option.
Advantages of PDF Format Along with creating a professional image for your business document, PDF has other advantages such as
Easily transferable – Even with different configuration, the PDF document is easily transferable from one system to another. Compression algorithms can make the document size smaller, making it easy to transfer.
Security features – The major benefit is that in this format, the text cannot be edited with a cursor, unless it is converted into a suitable format. This feature can protect any confidential document from unauthorized printing, editing, viewing and even copying. Its password protection feature adds to the security level of the content in your files.
Can compress large files: PDF helps save storage space by compressing large files. The compressed files can be easily sent via email to various recipients.
No change in formats - PDF ensures that any formatting you apply will not be undone. The file can be opened on any device with any operating system in exactly the same form in which it was created.
Easy to view - The Adobe Reader that specifically reads PDF files can be preinstalled on your computer and it is free to download for all operating systems.
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Cons of the PDF Format – How to Address Them On the negative side, this popular file format is difficult to edit. You can create a PDF using the same click and select options every time. However, the way in which the data is input may vary and this will have an impact on the way in which some viewing and conversion functions work. PDFs can be native or scanned; the former is made from an electronically processed document whereas the latter is made by scanning a paper document using a scanning device. While PDF files are preferred for high-quality print jobs, DOC files are opted for writing the actual composition, reusing images and to edit large areas of text. To maintain business data, you can go for a strategy that incorporates both Word and PDF formats. The Word format is the best option for editing and modifying your content, whereas PDF is ideal for viewing and sharing various documents. If you have a document in PDF format and you need to edit it, convert it to Word format, make the necessary edits and then create a PDF from that Word document. PDF files can also be converted from and to various formats such as Excel and JPEG. Advanced PDF converters include – Docs.Zone, PDFMate Converter, Classic PDF Editor, PDFill PDF Editor and Adobe Acrobat. Outsourcing the conversion tasks to experienced document conversion specialists is a cost-effective and viable option for businesses. This will help reduce in-house workload, while streamlining business documentation.
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