As Nuance Communications launches a new version of its Power PDF solution, Steven Steenhaut, Senior Director, Global Demand Center, Nuance Communications, points out some of the advantages of extending a dedicated PDF solution to every desktop, rather than relying on a limited deployment of specialist solutions supplemented by freeware.
1 PDF on every desktop boosts productivity
Although PDF was conceived of as a universal document format, for reasons like complex licensing agreements and high costs, not
all organisations have been able to make it available on every desktop, slowing the broader deployment of this very useful ‘universal’ solution.
Previously, a company may have purchased a small number of relatively expensive PDF licences for a few users, turning them into a resource to be used by other parts of the business. Those users soon started to experience a decline in their own productivity as colleagues interrupted them with PDF-related requests. This was one of the reasons why the ability to put a PDF solution on every desktop became all but irresistible.
With more affordable, enterpriseclass PDF solutions now available, this broader deployment is now a reality for every business.
Today, we are entering a second dawn for PDF, fuelled by the move towards more secure and flexible digital document workflows and the ability finally to put an affordable, enterprise-class PDF solution on every desktop.
2 DF freeware is limited and problematic
It’s important to question how well freeware solutions stand up to serious business use in an SME or enterprise environment. Freeware solutions quickly become more of a hassle than they are worth – even for a free solution. They provide only the most basic of features and the minute a user wants to do something more complex and important, like converting a PDF to a Word file, they are prompted to buy the ‘full’ version. Over time, this creates increased frustration and a burden on IT as requests come in for enhanced features.
3 PDF solutions help improve document security
There has been so much focus on addressing digital and technology-based risks that paper’s analogue format seems to have been overlooked from a security perspective. Yet paper and more importantly its contents pose a risk that every company should consider.
In fact, security could well be the driver for the oft promised but rarely achieved paperless office; banishing paper, digitising documents and saving them as PDFs as part of a secure document workflow is one way businesses can add resilience to their document security.
That said, simply saving documents as PDFs isn’t a panacea for document security; companies that have made a full (or partial) transition to digital documents could still leave themselves exposed and vulnerable to risk or data loss. To mitigate risk as much as possible, businesses should make use of the many additional security features available in PDF solutions, like redaction.
A free Nuance whitepaper, Using PDF documents for more secure document workflows, explains in more detail how the PDF format can help turn paper files into electronicones effectively and effortlessly, optimising document workflow security while facilitating adherence to compliance responsibilities.
4 PDF solutions have evolved to meet changing needs?
Today, users want the convenience to navigate, draw annotations and type using a tablet or notebook and a pen or finger, so they can be productive in the office or on the go. To that end, we’re seeing real strides in user convenience and we’ve responded to businesses’ growing need for PDF software to support touch-enabled hybrid devices, which has been driven by the user adoption of Windows 10 and next generation hybrids.