1. Save storage
space. Everyone's available storage fills up eventually. Compressing
bitonal files can restore virtually 90% of your available storage capacity.
Color files compress more than bitonal files, so color compression can
restore over 98% of your company's existing storage space. Before spending
needlessly on more storage space, you could batch compress all your
PDFs. It is similarly advisable to convert TIFF and JPEG files to PDF
and compress them at the same time. That way, all of your files will
be viewable on demand, fully web-optimized and text-searchable. These
compressed files will use dramatically less space and the files can
always be restored to their native format if necessary.
2. Efficiently Web-host and email documents. If you are transmitting
files over the Internet or Intranet, you'll use 90%-98% less bandwidth
by transmitting compressed PDF files. There is a cost savings inherent
in using less bandwidth and eliminating overage charges. In addition,
you will be able to email corporate files, monthly statements and newsletters
without exceeding email attachment file size limitations.
3. Benefit from increased speed of transmission. PDFs, TIFFs
and JPEGs can take a very long time to transmit and receive, even with
a high-speed Internet connection. With compressed PDFs, a file that
used to take 10 minutes to transmit would take 1 minute. That difference
may be hard to measure in a direct dollar for dollar savings equation,
but anyone who has ever waited 10 minutes to download a file knows the
importance of speed. After all, time is money for the sender as well
as the receiver.
4. Utilize OCR to retrieve files efficiently. Retrieving files
quickly and easily is paramount to making business processes efficient.
Applying OCR to scanned documents makes these files fully text-searchable
and easy to retrieve. Many scanned corporate and litigation files would
benefit from full text indexing and searchability. Most of these files
are currently just field coded with a very limited field set in order
to reduce costs. This limits the usefulness of captured documents since
only these fields can be queried. By converting scanned documents from
traditional formats such as TIFF to PDF, it becomes very easy to add
a "hidden" OCR text layer and support full text search across
the entire corporate database.
