In the world of technology, there are many advantages to converting your paper documents to digital copies. It increases the lifespan, provides better organization, improves productivity, and so much more. Even if you do convert your papers to digital copies, you still may need to do something to save space on your computer. This is where PDF files come in handy. To convert to a PDF, you simply follow these 6 steps.
6 Steps to Doing PDF Archiving Right
#1: Archive All of Your Documents into a Compressed File
Compressed, or zip files significantly reduce the amount of space that documents take up on the hard drive of your computer. Begin by highlighting (you can use Ctrl + click to highlight multiple files) all off the files that you want to send to the zipped folder. Then, right-click and choose the option “Send to.” Next, you will need to choose the option for “Compressed (zipped) folder.” Once you have done this, physically check to be sure that you have been successful. If so, then delete the originals to free space.
#2: Move the Documents to their Own Storage Medium
Next, you will want to move your documents in the zipped folder to their own storage medium. You can choose to use a thumb drive, external hard drive, or external tape drive, to name a few popular options. Do this by connecting the storage medium and then dragging the folder over into the area. It is very simple.
#3: Decide Whether to Backup to a DVD or CD
If you have a CD or DVD player on site, then you may also want to consider backing up your documents to a DVD or CD. This will give you another hard copy of your files that can provide as a backup if anything were to happen to your PDF files. To do this, insert a blank disc and choose “burn files to data disc” when you are prompted. Then, name the disk and wait for it to format. This will happen when an empty file appears on the disc. You will then drag and drop the compressed file onto the disc. You can also go inside of the zipped folder and copy the files individually if you choose.
#4: Send the Documents to an Offsite Storage Site
Offsite storage is essential to have a digital copy of your company files backed up in the event of a fire, natural disaster, or other event. In this case, you will not lose valuable information. Before choosing a company to work with, be sure you consider what they have to offer, how much they charge, and what guarantees are offered. The process you need to complete for this step will depend on their site, however, they should, like Lucion’s FileCenter, be able to provide you with detailed instructions.
#5: Convert to PDF
PDF files are convenient because they preserve how the document looks. The good news is that you can usually convert to a PDF format from a regular document using software. This requires very little work on your part. Simply select the files within your chosen program and choose the convert option. The specific process will be determined by which program that you choose.
#6: Be Aware of New Technology
Sometimes, you must be aware of new technology that makes older versions obsolete. It is unlikely that this will happen to PDF files because they have been useful for so long, but in the event that they do, it is likely you will easily be able to convert your files back from a PDF.
Remember, converting PDF files has many advantages. It also is a very simple process so if you have not yet done it for your physical documents, then it is definitely something to consider.
About The Author: Lautaro Martinez is a busienss owner who strongly relies on online software to keep his business up and running in a smooth and effective manner. If you would like to learn more about Lautaro, check out his Google+ profile.