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Adobe Acrobat and its Role in Document Management

Written by adminCGT on .

Some SME’s, that did not legally require to have document management systems in place, originally bought into the idea of becoming ISO 9001 registered on the basis that having such a system in place would help them access new markets and build customer confidence.

Many felt that implementing and maintaining such a system would not require any additional staff. The work involved could be carried out by existing staff, without much in the way of additional workload!

In the early days, this proved not to be the case. Whole new departments rose out of the need to monitor and control all the resulting paper policies, procedures and work instructions – their current status, revisions, approvals, retention and disposals, in order to demonstrate that they had an effective quality management system in place.

Nowadays, there are a number of software solutions on the market that help companies, who are struggling under the weight of ISO 9001 standards, with their document management.

With advances in digital technology and increasing use of the Cloud for document storage and management, these documents, when in PDF format, can now be accessed anywhere and anytime irrespective of the application software, hardware and operating system being used. But Adobe Acrobat Pro is much more than just a PDF.

How Adobe Acrobat Pro can help you with your Document Management and Control

Adobe Acrobat Pro helps many businesses with their document management and control, including:

  • The commenting and review features that many use on a day to day basis.
  • The electronic signing of contracts and agreements.
  • Converting PDFs to Microsoft Word, Excel or PowerPoint files without losing your fonts, formatting and layouts.
  • Saving time by copying and pasting selected parts of your PDF into any application file — again without losing the original formatting.
  • Using Acrobat Pro to convert scanned paper documents from PDFs into Word, so that you can edit them.
  • Bringing together separate files into a single PDF file that’s easy to index and simple to search.
  • Creating secure optimised documents for publication to the web or distribution by email.
  • Automating the creation of compliant PDF documents — and never miss a single important step, including those that need to conform to accessibility standards for those with disabilities.
  • Using the software to save PDF files that conform with ISO 32000 standards, including PDF/A for archiving, PDF/E for engineering, PDF/X for print production, and PDF/VT for variable data and transactional printing.
  • Making existing files compliant with these specific ISO standard formats.
  • Using pre-built, or create your own, Actions to run a sequence of tasks automatically with a single click.
  • Use of Interactive forms for gathering information or feedback from customers and subsequent analysis.
  • Launching/embedding dynamic content, such as promotional videos.
  • Specify trusted locations and files to bypass enhanced security restrictions – for example by changing the trust settings to allow dynamic content to be played in a certified document.
  • Changing default settings to make repetitive tasks easier.

Tip: Changing Default Settings in Acrobat Pro

Fed up of having to convert miles into nautical miles every time you want to measure something in a PDF? Then why not change the default settings in Acrobat Pro.

Not only can you change the default setting from miles to kilometres but from miles to nautical miles, metres or feet. You can even change the Latitude and Longitude readings from degrees and decimals to degrees, minutes and seconds; areas from square miles to acres, hectares etc.

CGT offers a number of bespoke Acrobat DC course, all designed to meet your business needs so that you can get the most out of using the software.