What are the Benefits of Storing PDF
Storing PDF documents enables more effective sharing of information and provides easy access and retrieval of information while being used across different computer platforms. Electronic archiving facility has reduced the burden of filing system done by few designated people in the organization, by being available to everyone in the organization and eliminates the need for paper records. This contributes to huge amounts of cost savings to the record management system. Special features of the PDF files like electronic signature and security settings provide additional authenticity when you store PDF files.
Which is the Best Option to Store PDF
PDF/A (Archive) is an ISO 19005 -1:2005 standard defined for a file (electronic) format to be archived for long term. This is one of the most preferred methods of storing PDFs, as it is secure and legally approved and devoid of statutory regulation problems. It identifies a "profile" for electronic documents that ensures the documents can be reproduced the exact same way even after decades. The complete information necessary to display the document in the same manner every time is embedded in the file. To store PDF files using PDF/A has proved to reduce time and cost in archiving and retrieving information for organizations including Government institutions. The original information text, layouts and other contents of the PDF is retained and unaltered while being stored too. Information management system is better streamlined and productivity of the personnel is improved.
How Does the Store PDF Process Happen
To store PDF documents, the organization should maintain an effective central record management system. This system addresses both electronic and scanned records. Desktop conversion, automated processes or server based processes are available to store electronic documents in PDF format. Control measures such as access monitoring, user verification, and security must be implemented to maintain the stored PDF integrity. Back up, technical environment emulation and software version migration are some of the archiving strategies that must be implemented to ensure usability of the stored PDF for a long time.