Why Do We Want to Shrink Files?
Dealing with large files is a problem, because their size makes them a major obstacle to the dissemination of data within an organization. Here we are not referring to large physical files or folders, but rather to files of various formats that reside on computers and occupy a large amount of storage space. There are a number of file formats used in organizations. Hence large files can be in any format such as video, audio, text and PDF. With all these files, the chief drawback is the large amount of space needed for storage and transmission. Software providers have long recognized the need for software to shrink files. Hence there are software packages to shrink files of any format ranging from video to PDF.
Databases and Document Management Systems
With document management systems and databases being used more often, large data files end up using a large amount of storage on these systems and clogging them. Also large files can be very hard to transmit from one office location to another electronically. In fact, some cannot be transmitted electronically even after software packages have been used to shrink them, and hence have to be carted around physically. This can soon result in a situation where information does not flow smoothly within a company. In this scenario, having effective and professional software to shrink files becomes all important. However, one professional software package cannot be used to shrink files of all formats. So for instance when users need to reduce the file size of a PDF file they often have to use software that can only shrink files in PDF format. These software packages simply put, cannot be used to shrink files of any other format such as Word or Excel.
Shrink File with Software
Professional software often becomes the only option to shrink files as they guarantee good results in the shortest amount of time. For instance, when PDF files need to be compressed; professional PDF software to shrink files can get the job done faster and output much smaller files than any other free or amateur software.