Knowledge management is more important than ever for companies. Keeping your most important information organized is critical with more people working hybrid schedules and a changing competitive landscape.
You may not give much thought to the PDFs you create and use at work, but they can contain some of your company’s most important information. PDF file management mistakes could be costing your workplace precious time and money, and you may not even know it.
If you’re committing any of the following 5 mistakes when managing PDF files, it’s time to change how you handle file management.
1. No Document Hubs
If you had to guess, you’d say that PDFs are the number one way for your company to store and share important information. Everyone should be using PDFs to get through the day. The problem is that they don’t know where to find them.
Storage is an integral part of managing PDFs. If you want to make it easier to find PDFs, create a hub location for all of them to be stored. This will make finding and accessing them much easier.
2. No Security
It isn’t uncommon for people to assume that PDFs are naturally secure documents. After all, when the only way you can change a document is to read pdf file in c#, you’d assume that your PDFs are secure.
Editing a PDF is much easier than you’d think, and the same goes for viewing private information in PDFs. This is why it’s crucial to have a security system in place for protecting PDF files. Consider password-protecting your PDFs for an additional layer of security.
3. No System for Updating
How do you ensure that your PDFs have the most up-to-date company branding? Do you know who to contact if you need to change something in your PDF?
Information in PDFs will have to change from time to time. Consider establishing a cadence for checking old PDFs and ensuring their information and branding are up to date.
4. No Disposal System
PDFs may not be printed on paper, but that doesn’t mean they’re supposed to exist forever. If your organization is used to relying on PDFs, it’s safe to assume that you have a few you don’t need to use anymore.
Think about how you best dispose of your important old PDFs. You may want to get IT involved so they can help you ensure that you’re truly removing them from your systems.
5. Not Having a Clear Management System
Your workplace PDFs seem like they’re all over the place. Names for PDF files don’t make sense, you don’t know where to keep them, and there’s little to no version control for your most important documents.
You don’t like the chaos surrounding your PDFs, but did you ever give people an alternative? Not having a system for managing your PDFs will guarantee that they’re disorganized.
Consider creating a PDF file management team to add some much-needed organization to your files. They can establish rules around organization, name cadence, formatting, and more.
Overcome Your PDF File Management Mistakes
It’s surprisingly easy to make PDF file management mistakes, but luckily, it’s also easy to fix them. If you follow the advice in this post, you’ll be well on your way to having your PDFs under control.
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