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Many providers have encryption and access options that mean unauthorised people can't read them. In comparison, electronically-produced and distributed PDF documents are considerably safer. Paper documents can be stolen or simply picked up with no way of tracking them down.

Anyone with physical access to the records, or who just happens to be standing by the printer when the document prints, has access to potentially sensitive data. Without PDFs, it is very difficult to specify the authorised user group for a document. Certain aspects of data privacy make hard copy forms and printouts problematic. Paper and printed documents can also entail legal problems. Other fully-editable document formats, such as Word docs, can have their formatting completely ruined by one misplaced keystroke. PDFs also offer the ability to make it impossible to edit documents beyond filling in certain sections. Analysts estimate that business and legal risks fall by a third when forms are electronically processed end-to-end. Direct capture without disruption can easily overcome these issues - rather than printing out a form and getting it to the relevant department, employees can transmit a completed version directly, with the whole process being completely traceable.Īccording to IDC, putting in place digital-first document processes like this can boost revenue by 36%, while slashing costs by 30%. The resulting delay between data capture and data processing makes matters worse. The advantages of PDFsĮfficiency is one of the key advantages of using PDFs it’s much easier to fill out a digital form via entering data or signatures into pre-assigned textboxes in a PDF than it is to print it out, complete it by hand, re-scan the completed form and then share it with the relevant party. It's time to join the rest of the world and go digital.

Forms and documents are old school and can have serious implications for data processing and legal security.