To ensure that everyone can access the information they need—when and where they need it—organizations must leverage document conversion to create standardized, searchable, and readily available PDFs. And yet, most organizations struggle with unsupported and legacy files, forcing IT to perform feats of magic to grant access to new applications and crack the vault on legacy files that no one can open.
Trying to access inaccessible content is like running with a parachute strapped to your back: you won’t get very far. Not leveraging an industry standard like PDF forces companies to take screenshots or use formats that eliminate the ability to search for and find content.
PDF, the gold ISO standard, retains document fidelity while ensuring accessibility and searchability. Keep reading to learn how to create accessible PDF content in the age of the remote worker.
1. Start with High-Value & Volume Content Workflows
You’ll quickly uncover just how vast your network of content is, so pick the key friction points affecting your core business goals. If you operate within commercial banking, you may wish to start with content related to lending and investing. In insurance, you will likely look at claims processing content. Manufacturing organizations might look at supply-chain contracts, and life sciences organizations may gravitate towards FDA-related documentation.
2. Understand Where Your Content Starts & Stops
Once you’ve chosen your initial goals, clarify where all your content starts, flows, and ends. Things may have changed with a distributed workforce, so you need a solution that can adjust and adapt over time. Determine what systems and people touch, view, and use the content. Email systems, internal content repositories, and external portals are just a few examples.
3. Determine Your Quality & Performance Needs
Not all content and data preparation tools are created equally. A document conversion software that appears to convert MS Office documents and images to searchable PDFs may choke if it experiences high volumes, format variations, embedded files, or other potential challenges. This can quickly reduce performance and negatively impact the very users it’s meant to support.
4. Deploy as a Reliable Shared Service
Typically, organizations have a range of desktop tools, APIs, and basic embedded technology—all of which can be replaced with a reliable document conversion platform that reduces licensing, administration, training, and troubleshooting costs. This also removes the hassle and expense of manual PDF creation while giving systems and users access to the content they need, automatically and regardless of where they’re working.
The Final Verdict
PDF has long been a global standard but, like many ubiquitous things, not all PDF conversion tools are created equally. A robust document conversion software can integrate with all your current systems and processes and operate with an ‘out of sight, out of mind’ reliability. Ensuring that information and content is standardized, accessible, and available—when and where everyone needs it—is essential to keeping business moving.