The business world is dynamic, and PDFs have played a vital role in sharing information since the early 90s. Apart from sharing important information, PDFs maintain the authenticity and integrity of data. You can use PDF for Business related activities like sharing invoices, proposals, or business documentation on all computers, as the data remains intact.
Before moving forward to PDF benefits, let’s understand what PDFs are and how they are different.
PDF stands for Portable Document Format, a file format that meets ISO 32000 standards to allow businesses for electronic document exchange. Also, the PDF supports a variety of accessibility standards that makes its content readable for users with disabilities. In addition, signing a PDF requires an Adobe Sign application, and you can sign it on a laptop or smartphone, the way you want.
PDF for Business – Why Do Businesses Use PDF to Exchange Information?
When you need to share business information, PDFs become a part of your documentation process. Password-protected PDFs prevent others from accessing, copying, editing, or using it illegally. You can redact them to remove any sensitive information.
Let’s have a look at some inevitable benefits of PDFs for business.
Universal File Format
PDF is a universal format, accepted worldwide. It’s easily accessible on all devices, regardless of the operating system. Nowadays, businesses in all domains and industries have started serving beyond geographical boundaries, so it’s a good idea to share important information using a PDF as it maintains the security of data.
Easy to Edit Format
People often think that PDFs are difficult to edit, but that’s not the case. Businesses use PDF on a large scale because it’s easy to edit, annotate, digitally sign, or rotate a PDF for free. All you need is a little knowledge about how the native icons work, and you can conveniently edit your PDF on Mac or Windows.
Security & Integrity of Data
When a company is sharing a file with someone, it is sharing some sort of business-centric information, which needs to be secured. Converting these files to PDF and then encrypting them is important to have the best security measures in place. Assign a strong password to the PDF by combining alpha-numeric keys with special characters.
Different OS Compatible
PDFs are compatible with all the operating systems, such as macOS, Windows, Android, etc. Moreover, they are supported on different screen sizes on laptops, tablets, and smartphones, including iPhone or Android phones. The recipient will not find difficulty in opening, reading, or accessing the file on any operating system or device.
Supports Non-Text Elements
Businesses often use infographics, images, GIFs to make their presentations attractive and then share the PPTs as PDFs with other organizations to pitch their services. PPTs, when converted to PDFs, allow the sales and marketing teams to ensure that the structure of the content will remain the same on the other end.
Small Size, Convenient to Share
One of the major benefits of using PDFs is that you can compress these files in a relatively smaller size. By doing this, you can let the recipient save the file on its device without consuming much storage space. Moreover, small size PDFs are easy to share across messaging apps such as WhatsApp, Signal, etc.
PDFs are Here for Longer
Technology advancements bring along a quick change, and there are constant updates or upgrades for each version. But PDFs are here to stay for longer (if not forever) because of the hysterical significance and the vast nature of the format. Since technology is changing everything faster, it would require consistent time and effort to bring an alternate.
Simple to Convert PDF to DOC
Yes, you can convert PDF to DOC, DOCX, JPEG, or any other widely used format without using any paid third-party software. One of the convenient ways to convert PDF to a document is via Google Docs. Any business that is using PDF might require converting it to another format, and Google Docs makes it simple to do the same.
eSigning Compatibility
PDF is the only file format that facilitates the capability to digitally sign the document without the need to print or scan it. eSigning capabilities allow for faster paperwork and a high turnaround time. Some PDF editors incorporate encryption technology that provides an additional authentication layer to ensure that the signatures are unaltered.
More About Portable Document Format
PDFs, when encrypted, stay protected throughout the transmission route, so the businesses do not have to worry about security. There are three different ways to encrypt a document.
- Password Encryption: Strong password is used to encrypt or decrypt the document.
- Rights Management: Authentication parameters are related to organizational databases.
- Public Key Infrastructure: Digital certificates to authorize a document and protect it from unauthorized access.
Sometimes businesses utilize a redaction process to permanently remove business-centric or sensitive information from the file. This allows for distributing the file with multiple recipients without fearing unauthorized access.
