The Expert’s Guide to Document Management with PDF Reader Pro

Thu. 18 Jan. 20241933
Master document management with tips on software selection, ensuring secure, efficient handling of digital files from one central platform.
The Expert’s Guide to Document Management with PDF Reader Pro

Managing your documents efficiently isn't just about saving time; it's a crucial part of our daily routine. Whether you're a busy professional juggling multiple projects or a student buried under a mountain of research papers, we all know how daunting it can be to keep track of countless files and documents.

Let's dive in and explore how PDF Reader Pro, among several other leading tools, can be your ultimate ally in tackling document management like a pro.

How to Convert Documents

Here we will show you how to convert PDF to various formats for both Windows and Mac. 

How to Convert Documents for Windows

Here you will learn how to convert PDFs to any major file format you can think of. 

 

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Navigate, edit, and
convert PDFs like a Pro
with PDF Reader Pro

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Easily customize PDFs: Edit text, images,
pages, and annotations with ease.

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Advanced PDF conversion: Supports
multi-format document processing with OCR.

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Seamless workflow on Mac,
Windows, iOS, and Android.

Don’t let PDFs slow your efficiency DOWNLOAD NOW

 

Step 1: Open PDF Reader Pro and look at the Home page

Find the required format to convert your PDF under the "Quick Tools" section.



Step 2: Choose which format you require from this list:

 

How to Convert Documents for Mac

Mac users have the same converting power as Windows users. Find out more below. 

 

pdfimage

Navigate, edit, and
convert PDFs like a Pro
with PDF Reader Pro

check

Easily customize PDFs: Edit text, images,
pages, and annotations with ease.

check

Advanced PDF conversion: Supports
multi-format document processing with OCR.

check

Seamless workflow on Mac,
Windows, iOS, and Android.

Don’t let PDFs slow your efficiency DOWNLOAD NOW


Step 1: Select "Convert PDF" on the Home page


 

Step 2: Choose your convert format from the "Convert" menu


 

Step 3: Click "Convert"


How to Create PDFs

Have you ever created a PDF from scratch? You can make one with a few clicks using PDF Reader Pro.



Select one of the following options:

  • New Blank Page: Create a blank canvas PDF to insert text, images, and any other required element. 
  • New From Image: Create a PDF from image files like JPEG or PNG.
  • New From File: Transform Microsoft Word files into PDFs.
  • Import From Scanner: Scan a physical document and transform it into a digital PDF for editing and safekeeping needs. 


See our full guide for converting PDFs


How to Add Digital Signatures to Documents

Digital signatures are essential for legal and secure document management. We are excited to introduce one of our newest features, our industry-standard Digital Signature tool.



The Digital Signature Process

You can begin the Digital Signature process by selecting the "Sign" tool:

  1. Click "Create Signature Field" and add one to the section you need signing. 
  2. Click "Add Digital Signature" and complete the Digital Signature creation process.
  3. Add your new Digital Signature to your newly created field. 


Check out our full guide on how to sign PDFs

 

How to Redact Text in a Document

Redacting information is standard practice for legal professionals, but you might find you would like to conceal information in your personal documents, too. 


Find out how to redact text in a document below. 



How to Redact Any Text

Here is how to redact text in two simple steps:

  1. Select the "Redact" tool.
  2. Highlight the text you would like to redact.


Check out our full guide on how to redact a PDF


How to OCR a Document

OCR (Optical Character Recognition) technology lets you turn physical documents into high-quality PDFs. Find out how to digitize your paper documents with PDF Reader Pro.



How to OCR a Physical Document

Follow these steps after scanning your physical document:

  1. Open PDF Reader Pro and select the "OCR" tool under "Quick Tools"
  2. Select your physical document's scan. 
  3. Choose your "Page Range", "Layout Settings", and "Select OCR Language"
  4. Click "OCR" and then "Save as PDF". 


Check out our full guide on how to OCR a PDF.


How to Enable Text-to-Speech in a Document

You will also need strong accessibility considerations for your documents. Text-to-speech (TTS) technology enables lifelike text reading for any document, regardless of its density. 



How to Enable Text-to-Speech

Find out how to activate TTS technology in a PDF below:

  1. Click the TTS tool in the bottom-right corner. 
  2. Select your "Language" and reading "Speed".
  3. Click the play button.


Check out our full guide on how to enable text-to-speech.

 

What to Look for in Document Management Software

When scouting for the ideal Document Management Software (DMS), pinpointing the right features can make all the difference in streamlining your document management process.


 

Here's a checklist of essential attributes to consider, ensuring that the software not only meets the basic functionality but also enhances your team's productivity and document security.

  1. Basic Plan with Comprehensive Features: Opt for a DMS that offers a robust basic plan, encompassing all the fundamental features necessary for effective document management. This ensures that even at the entry-level, your team has access to powerful tools.

  2. Offline Access: In today's mobile world, the ability to access documents offline is crucial. A quality DMS should provide seamless offline access, allowing you to view and work on documents even without an internet connection.

  3. Ease of Access: The software should promise ease of access, with a user-friendly interface and straightforward navigation. This ensures that all team members, regardless of their technical proficiency, can utilize the system effectively.

  4. Team Portals: For collaborative projects, look for DMS that offer team portals. These portals should act as single platforms where team members can collaborate, share, and manage documents securely and efficiently.

  5. Basic Functionality for All Document Types: Whether it's a text document, a digital image, or a complex spreadsheet, the DMS should offer basic functionality for all types of documents, ensuring a versatile and flexible document management solution.

  6. Powerful Search Capabilities: Time is of the essence, and a DMS with powerful search capabilities can save you a significant amount. Opt for a system that provides advanced search features, allowing you to quickly locate documents based on content, metadata, or other specific criteria.

  7. Secure and Central Location: Security is paramount. Ensure that the DMS you choose not only stores your documents in a secure location but also in a central location. This centralized approach simplifies management, access, and backup of your critical data.

In essence, the right Document Management Software should act as a cornerstone for your document handling, offering a blend of accessibility, security, and efficiency, all from a single platform. 

Whether you're working with a basic plan or an advanced setup, these key features are what set apart a functional DMS from an exceptional one.


5 Essential Document Management Tools

PDF Reader Pro offers a robust PDF document management service but cannot do everything. 



Image source: DocuWare

Below we've listed 5 extra tools we strongly recommend for optimal document mastery:

  1. Microsoft SharePoint: A comprehensive platform offering document libraries for organized storage, version control for tracking document history, metadata and tagging for easy navigation, access controls for enhanced security, and workflows for process automation.

  2. Google Drive: Known for its ample storage, real-time collaboration capabilities, seamless integration with Google Docs, Sheets, and Slides, version history for tracking changes, and robust access control and sharing permissions.

  3. Dokmee: Offers document capture for digitizing paper documents, metadata management for efficient organization, workflow automation for streamlining processes, robust access controls and permissions for security, and version control for maintaining document integrity.

  4. Box: Provides cloud storage and file organization, real-time collaboration on documents, version control to prevent data conflicts, secure access controls and permissions, and secure file sharing with controlled access and enhanced security features.

  5. DocuWare: A platform for document management and workflow automation, enabling document capture, organization, management, business process automation, integration with third-party applications, and support for mobile access.


See our full review of the best document management tools.

 

Document Management: Best Practices

In today's fast-paced business environment, effective document management is not just about storing files; it's about ensuring seamless access, secure sharing, and efficient collaboration.

Here are the best practices for document management, integrating the essentials of both technology and process optimization:

1. Implementing Enterprise Content Management (ECM) Systems:

ECM systems are the cornerstone of modern document management. They provide a centralized platform to store, manage, and track digital and paper documents.

By integrating ECM into your organization, you ensure a unified repository where all documents are accessible and manageable, supporting a wide range of file formats and types.

2. Ensuring Robust Version Control:

Effective document management requires meticulous version control to track changes and maintain the integrity of documents.

This not only prevents data loss but also ensures that team members are working with the most current information, thereby streamlining business processes.

3. Leveraging Document Management Software (DMS):

DMS is crucial for managing electronic documents. It offers key features such as workflow automations, access control, and the ability to manage a variety of file types.

These tools ensure that your document workflows are streamlined, secure, and in compliance with regulatory standards.

4. Optimizing Workflow Automations:

Workflow automations in Document Management Systems (DMS) are essential for enhancing efficiency.

Automating routine tasks, such as document routing and approvals, not only saves time but also reduces the likelihood of human error, ensuring smoother, more consistent business processes.

5. Balancing Digital and Paper Documents:

While the world is moving towards digital documents, paper documents still exist and need to be managed effectively.

Using Optical Character Recognition (OCR) technology, paper documents can be digitized, making them searchable and integrable into your digital document management solutions.

6. Adhering to Regulatory Compliance:

Compliance is non-negotiable. A robust document management strategy must include features that support compliance with industry regulations.

This involves setting up appropriate access controls, ensuring secure storage and transfer of documents, and maintaining a clear audit trail.

7. Integrating with Cloud Services like Google Drive:

Cloud integration, such as with services like Google Drive, ensures that documents are accessible anytime, anywhere.

It also facilitates collaboration, allowing team members to view, edit, and share documents irrespective of their physical location.

8. Utilizing Key Features of Document Management Tools:

Effective document management tools come with a range of key features designed to enhance efficiency and security.

These include robust search functionalities, tagging systems for easy retrieval, and encryption for protecting sensitive information.

By adhering to these best practices and strategically utilizing document management tools and systems, organizations can ensure a more organized, secure, and efficient handling of documents.

This not only supports day-to-day operations but also contributes to the broader goal of achieving business excellence.


Document Management: FAQ

How can Digital Asset Management streamline the handling of digital files?

Digital Asset Management (DAM) systems are designed to store, organize, and retrieve digital assets efficiently. They serve as a single source of truth for all digital files, ensuring that everyone in the organization has access to the correct versions of documents.

DAM systems often come with powerful search functionalities and tagging systems, making it easy to find and manage a wide variety of business documents and digital assets.

What role does compliance play in the management of sensitive documents?

Compliance requirements are critical in the management of sensitive documents. Organizations must ensure that their document management systems enforce data protection laws and industry regulations.

This includes maintaining proper access controls, securely storing and transferring sensitive documents, and keeping a detailed audit trail for all versions of documents.

How does the integration of Artificial Intelligence enhance document workflow?

Artificial Intelligence (AI) can significantly enhance document workflow by automating manual processes and providing intelligent insights.

AI can assist in the document creation process, offer suggestions based on content analysis, and automate routing and approval processes. It can also improve the accuracy and efficiency of searching through a wide variety of document types, including images of paper files.

What are the benefits of using a collaboration tool for file sharing and document management?

Using a collaboration tool for file sharing and document management improves teamwork by allowing multiple users to work on the same document simultaneously. This ensures that all team members have access to the latest versions of documents, streamlines the document workflow, and eliminates the inefficiencies of manual processes.

Collaboration tools often come with features that support real-time communication and version control, making them an essential aspect of modern business documents management.

How does a document management system maintain a single source for all types of documents?

A document management system (DMS) acts as a central repository that stores documents, ensuring that there is a single source for all types of documents, including digital files, electronic files, and scanned images of paper files. It provides a structured system where documents are categorized and tagged, making it easier to manage, access, and retrieve various forms of content.

This centralization is crucial for maintaining consistency, supporting compliance, and enhancing the overall efficiency of document-related operations.


Mastering Document Management With a Powerful Tech Stack

Integrating PDF Reader Pro with other high-caliber document management tools signifies a strategic move towards comprehensive and sophisticated document control. With its robust suite of document management features, PDF Reader Pro serves as a pivotal component within the broader architecture of an advanced document management system.

Using PDF Reader Pro in concert with a cloud-based document management system ensures that your organization's document ecosystem is flexible, scalable, and securely accessible from anywhere, catering to the diverse and dynamic needs of modern business systems. This integration empowers teams to navigate effortlessly through many document types, ensuring that every document version is meticulously managed and readily available.

Moreover, the collaboration features inherent in these systems, combined with the advanced features of PDF Reader Pro, transform how professionals interact with digital and paper-based documents. The result is a seamless, cohesive workflow where document creation, sharing, revision, and storage are harmonized in a unified, secure environment.

Leveraging PDF Reader Pro alongside a carefully selected array of document management tools is not just about managing content but mastering it. It's about ensuring that every byte of information, every piece of knowledge, is harnessed, protected, and made accessible to fuel your organization's continuous growth and innovation. This strategic synergy marks not just the mastery of document management but the art of harnessing knowledge to its utmost potential.

Get Started with PDF Reader Pro Today!