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"The Paperless Office"

By Dan Shea
Planet PDF Managing Editor
Issue 4 for 2009

With the appearance of the personal computer in the 1980s came the term, 'the paperless office.' It was predicted that with the proliferation of the PC, information would be stored and transferred electronically, eliminating the need for paper. Interestingly, this vision is yet to be realised – what office is devoid of a printer and/or photocopying machine? However, in the last couple of years, many software companies (including Adobe) have revisited the concept, with recent advances in digital databases and more powerful communication channels. Over at Planet PDF, Jinsoo Kim of Image Solutions discusses the paperless office concept and the role of PDF.

There are considerable benefits that come with moving towards a paperless office. Most visibly are cost reductions associated with less printing, mailing and archiving. Rather than leafing through filing cabinets or piles of invoices, information can be retrieved via a simple search function. An organization’s entire store of data can be distributed to employees via a network.

There are several key technologies that must be considered if an organization intends to consolidate its collection of paper documents into an electronic archive. Existing pages should be scanned to PDF using a PDF creation product, such as Nitro PDF Professional. For archiving and retrieval purposes, scanned text should be subject to OCR (Optical Character Recognition). This will convert what is a scanned image of a document into searchable text.

Look out for the next issue of PDF Perspectives, where I will be discussing further paperless office technology and some associated tools that utilise PDF. Until then, the Create/Convert aisle at PDF Store is a good resource of PDF creation and management products.

Editing document information and metadata
By Dan Shea

When you want to store a PDF document in an archive or simply provide more information, it is useful to update its document information or metadata. This includes things such as the author's name, and keywords relating to the document's content. Including appropriate metadata makes it that much easier to index your PDFs, and hence, easier to find them again later. This tip explains how to update a PDF document's metadata in Acrobat.

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1. Nitro PDF Professional
2. ARTS PDF Aerialist
3. PDF Snake
4. ARTS PDF Crackerjack
5. Pitstop Professional

• PDF-to-Word Conversion: Why it's so hard to do
• Adobe Reader still vulnerable for hacker attack
• Make PDF Files Web-Friendly
• This week in PDF: PDF-to-iPod conversion
• Acrobat 9: A child grows up

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