Documents are the backbone of business, but many of the systems and processes that we use to work with information are slow and inherently risky. Today’s office environment is a hybrid mix of digital and hard copy documents. Extracting information from paper-based documents is not always a simple task. But working with digitized information can sometimes be just as cumbersome. For example, have you ever received a PDF file that you were unable to edit or manipulate?
The problem with documents today
Re-creating PDF documents has become a major source of frustration for knowledge workers. Users looking to bring information from a static PDF document into another application are often left with very few options but to start all over again. The need to make simple modifications to an existing PDF file is quite common, but without the proper PDF tools users are often forced to re-create the entire document from scratch in Microsoft Word.
According to a recent study from IDC, 43% of office workers say they often have to copy/paste or re-key information.
Re-creating documents can be a solution, but that can be a tedious and slow process. This leads to decreased productivity and loss of revenue. Surprisingly, this is something that is happening in many organizations.
Not only does it use up employee resources, creating multiple versions of the same file often leads to inconsistent documents and a lack of content integrity. Balancing access to content with the need to maintain document integrity is a growing problem for many organizations.
The solution to simpler, secure desktop document management
Studies show that a typical business of 500 employees loses about $650,000 per year in lost productivity resulting from workers struggling with incompatible PDF and Microsoft Office formats.
Data extraction, file compatibility, and document inconsistencies can all be addressed with an intelligent PDF solution. The first and most important feature of advanced PDF desktop document management software is the ability to easily convert PDF files into standard office document formats, such as Microsoft Word, Excel, or PowerPoint.
This “reverse conversion” process allows users to easily convert static PDF files into standard Microsoft Word documents. Once converted, users can simply extract relevant portions to copy and paste, or edit the entire document as needed. A good PDF conversion tool will not only capture the text from a PDF file but also retain the exact format of the original, providing a fully functional document that can be edited and resaved.
Another important feature is the ability to quickly identify differences between existing documents—providing a side-by-side comparison tool to highlights changes and even show a summary report of all changes made to the original. Advanced PDF desktop document management application tools can improve worker productivity, while having a significant impact on the company’s bottom line.