Copyright (c) 2008 Don R. Crawley
I'm a huge follower in "consuming my own canine food". Simply puts, if I'm going to suggest something to you, it's normally since I do it myself. This short article is everything about digitizing as a number of your paper files as you can. There are a number of methods to digitize your files. Expect you have to share a file, possibly a proposition, with a customer. Typically, we would produce and print the file, then mail it or fax it to the customer. A far much better option is to produce the file as an electronic file, then just send it through e-mail. You can creat the file as a Microsoft Word (or other word processing program) file or you can produce a PDF file. In basic, I suggest utilizing PDF files. There are times, nevertheless, when utilizing Microsoft Word is the very best option.
Presuming that you choose to utilize PDFs or word processing program electronic files, exactly what are a few of the advantages to you?
Security-- Electronic types can be protected with passwords or certificates, therefore avoiding unapproved 3rd parties from seeing their contents. Sure, there are tools offered on the Web that can break some types of file security, however keep in mind that paper files can likewise be taken, copied, and checked out by unapproved people.
Format consistency-- Although this does not use to all electronic files, PDF files preserve the consistency of their format throughout all platforms. Simply puts, individuals utilizing a Macintosh will see precisely the exact same file as those utilizing a PC. The format corresponds from one platform to another. The format of word processing program files, nevertheless, can alter as they move from one computer system to another.
Searchability-- Electronic files are quickly searchable. Simply utilize the essential mix of Control+F and go into a word or an expression and the computer system will look for it within the file. Have you ever read a book or publication short article that discusses a name that was described earlier? You scan the pages searching for that name or expression, however cannot discover it. That issue just does not exist in electronic files. (It's particularly real in technical fields with great deals of acronyms.)
Mobility and saving area-- As a technologist, I utilized to have racks and racks of technical books and files (the majority of which did a terrific task of collecting dust!). Today, the majority of my technical paperwork is kept in PDF files on my laptop. They're quickly searchable, extremely portable, and do not collect any dust. I normally have my laptop computer with me, so no matter where I am, I have a whole library of paperwork with me. I have actually even begun checking out electronic books. I bring a Palm Treo 700p. The E-Reader software application is totally free for it and I can download totally free books from numerous sources consisting of the Gutenberg Job (www.gutenberg.org), which gives classics. (I simply completed "20,000 Leagues Under the Sea".) If I desire something present, I can purchase e-books for extremely sensible costs from numerous sources on the Web. Considering that I constantly have my phone with me, I constantly have a book to check out while I'm waiting on whatever (postponed flights, late customers, and so on). By the method, the e-reader software application makes it reasonable to check out books on a little screen. Difficult to think, I understand, however it truly does work extremely well.
Speed and sendability-- I simply signed an agreement with a customer to provide some video training. They emailed me the contract, we exercised a few of the terms, and I signed it digitally (the topic of electronic signatures is an entire short article in itself) and emailed it. They got it within seconds of me signing it, although their workplaces are over a thousand miles from mine. I am dealing with providing a workshop for a customer's clients on ways to go digital (without going postal). He required a pamphlet explaining the workshop and my photo for promotion. He called me with the demand and within seconds, he had exactly what he required since I had the ability to email the files to him. Prior to the digital age, I would have needed to print the files and send them to him through postal mail or an express service. This is exactly what Expense Gates was discussing when he described "company at the speed of idea" (another book I have on my Treo, by the method).
Types-- This is a function I have actually been utilizing for many years. In Microsoft Word (and most likely other word processing program), you can produce a file which is locked other than for type fields. Simply puts, I produce a survey where you cannot alter any of the text that I composed, however you can fill out specific fields, conserve the file, and return it to me with your reactions. We utilize it in our training company when getting ready for an onsite discussion. We send out an electronic survey to our customer inquiring about things like the precise workshop place, qualifications required for entry, objectives of the training, names of guests, and so on. Our customers just tab in between fields on the type and have the ability to finish it in a matter of simply a couple of minutes and email it back to us. To discover ways to do this, search on "producing types" in Microsoft Word.
How can you produce and utilize digital files? The simplest method is with a word processing program such as Microsoft Word. Simply wait and send it. There are, nevertheless, various formats for conserving files in Word. For the best compatibility, in Word 2007 select "Conserve As" and wait as a Word 97-2003 file. If you're utilizing Word 2003 or earlier, you can simply wait as typical and send it. Exactly what if you wish to produce a PDF (Portable File Format)? You can purchase Adobe Acrobat which is a terrific program, however expensive. You can likewise purchase more economical variations of PDF developer software application from different suppliers. For Microsoft Workplace 2007 users, you can download a totally free plugin that enables you to conserve files as PDFs. Go to www.microsoft.com/downloads and search on "PDF plugin". Keep in mind, conserving your file as a Microsoft Word file is the simplest method to do it, however PDFs protect format and are understandable on almost any platform.
How do you check out PDFs? Almost everybody has the totally free Adobe Reader software application set up on their computer system. If you do not, it's a totally free download from www.acrobat.com. Simply search for the connect to download Adobe Reader.
For a list of PDF development software application, you can either Google on "pdf software application" or go to http://en.wikipedia.org/wiki/List_of_PDF_software
However, it's not practically digitizing paper files.|It's not simply about digitizing paper files. The advantages of going digital use the music and videos, too. As I have actually been composing this post, I have actually been completing the procedure of ripping my CD collection (that implies transforming the CDs to digital files). More on that in a future short article.
| You can creat the file as a Microsoft Word (or other word processor) file or you can produce a PDF file. Format consistency-- Although this does not use to all electronic files, PDF files preserve the consistency of their format throughout all platforms. For the biggest compatibility, in Word 2007 select "Conserve As" and conserve it as a Word 97-2003 file.