Every office employee creates documents, not just engineers. Effective document management is central to keeping files organized, secure and accessible to everyone who needs access. From the top of an organization on down to the bottom, some documents need to be accessed by many different people. It might even be the case that one PDF is being updated and edited by multiple people, and if that PDF is on the same server, the worry may arise that previous edits will not be saved. When the final version is uploaded to wherever it needs to go, who knows what is lost?
Keeping Track of Everything Is Hard
The world has all but gone totally digital. Keeping track of the sheer volume of documents dealt with on a daily basis can be a time consuming, frustrating affair. In some cases, as with PDFs and contracts, the documents need to be electronically signed. How can this be done, when one person is on the West Coast, while the other is on the East Coast? How can executives trying to seal a deal know that the PDF they are looking at is the newest, best, version of what could be the basis for a successful and lucrative business arrangement?
How do engineers get the documents they need regarding floor plans, or to make necessary repairs to a building? How can they be sure that what they’re reading is the most updated file on a project that costs a fair bit of money?
Let Software Help You
PDF document management software can help you keep everything organized and get it to where you want to go. It might be that you’re not even aware of how you can make a PDF yourself, even if you’ve received many of them over the course of your career. You could spend a lot of time and money on a course, but while that was common in the 1990s, today it is really unnecessary. Simply having PDF document management software on your desktop or laptop can be of great assistance when you need to gather documents together into a PDF document.
When it comes time to actually share the PDF, you might find that it is simply too big a file to send by email. PDF document management software can help you upload your documents to the cloud, and send the actual file or links to the file to the intended recipient. You can also usually see the version history of PDFs, so that you don’t accidentally upload and send the wrong or incomplete version. PDF document management software can also ensure that only those who are supposed to be accessing the document have permission to do so. You can also see who is editing a document and when, and receive related alerts.
