The following is a list of situations, where Digital Document Archiving to an Adobe PDF format could be considered:

  • Little or No Future Reference To Documents
  • Files Will Not Be Updated
  • Retention Is Only To Meet Statute Requirements
  • Text Searchable Adobe PDF Documents Required
  • Use Of Free Adobe Reader Required

Creating searchable PDF’s will allow fast and easy searching of documents by a phrase or even a single word.

Advantages

Scanning & saving documents as a PDF is widely used for a host of reasons but mainly because the Adobe Viewer is free to use, making the document easy to distribute. Consideration should be given however, when deciding on this option for archiving your files.

The following applications are well suited to PDF:

  • Attaching a document to an email
  • Producing manuals
  • Producing text searchable documents
  • Where files will not be updated and where
     retention is only to meet statutory requirements.

Some of our current applications include the scanning of Board Papers and Product Research data. Please see the PZ Cussons case study for more information.

Some of our current applications include the scanning of Board Papers and Product Research data.

Please read the PZ Cussons case study for more information.

Scanning to a PDF file in the above situations can provide a simple and cost effective option.

Disadvantages

The PDF’s main disadvantage is that it is difficult to add & delete documents once a Multi-Page PDF has been created. It can also be time consuming and complicated re-building indexes when additional files are added to an existing archive. They can also be slow to view online, as the whole file needs to be downloaded, instead of just the relevant page.

Therefore if you are considering scanning documents such as:

  • Purchase Ledgers
  • Sales Invoices
  • HR Files
  • Client Files
  • Any file which needs to be maintained
     and added to

It could be worth considering using a solution such as our LOW COST CloudDoc Document Management solution.

We will be more than pleased to discuss your requirements and provide free advice, costs and benefits for your needs.

Call us on 01483 266 728 to find out more...