Improve content integrity and employee productivity with the right PDF tool

Documents are the backbone to any business, but employees waste too much time with digitized information that isn't easy to edit or manipulate.

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. Have you ever received a PDF file that you were unable to edit or manipulate?

Too often PDF documents are a source of frustration for knowledge workers. Workers who don’t have access to the proper PDF solution can’t get information they want out of the document. Nor can they make quick edits to a document. The unwieldy work-around is to re-create a PDF from scratch in Microsoft Word, or another format, which is a tremendous waste of time and effort that drags organizational productivity down.

Time spent re-creating documents is a significant drain on worker productivity. Surprisingly, it happens in nearly every organization, and more often than you might think.

According to a study from IDC, 43% of office workers say they often have to copy/paste or re-key information.[1]

Meanwhile, 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.

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 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 tools can improve worker productivity, while having a significant impact on the company’s bottom line.


[1] IDC Research, “The Document Disconnect: Hidden Opportunity, Big Payoff,” March 2015.

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Jeff Segarra

About Jeff Segarra

Jeff Segarra is the Senior Director of Product Marketing for the Nuance Document Imaging Division. He is responsible for the global team that delivers industry product positioning, messaging and content to help our customers around the world identify how Nuance solutions can meet their needs. He enjoys speaking and writing about business process improvement, The Internet of Things, document security, document conversion technologies and personal productivity. He has an MBA from Iona College, Hagan School of Business and has been working with software technology for 20 years. Jeff is an original New Yorker and, therefore, a staunch Yankees fan – in the heart of Red Sox nation.