workplace

A 6 Tip Starter Guide On Document Management

Document Management

Ask yourself, how much time do you spend looking for a single document? Could your file-managing habits use some improvements?

If you work on a computer every single day, it’s all too easy to drown in a pool of digital formats. You create presentations, write essays, analyze spreadsheets, and edit images.

And at one point or another it all gets saved and stored, proving at the same time that document management is behind almost everything we do electronically.

If you need a few quick fix tips, we put together a guide on some basics to keep in mind which can help improve any digital document routine.

1. Organize Email Attachments And Documents

This is a great place to start. Your email is a powerful tool which is unintentionally used as a document management tool, as well. You email files to yourself, use it to recover accidentally deleted files, send and forward files to others, and receive them yourself on a daily basis–all of which is easy. Digging them up, on the other hand, isn’t.

For situations like this, download your attachments in bulk with a tool like Mail Attachment Downloader by GearMage. Doing so can help you transfer and organize file attachments into your document system smoothly. It can extract and download email attachments from Gmail, Hotmail, Yahoo and other IMAP/POP accounts. Filter out file types, specify download location and other specifics.

2. Integrate Cloud Storage Into Your Routine

The web has grown into a cloud computing platform that makes everything accessible online. Yet cloud services can create more stress than they’re worth if you don’t plan out how you’ll be using them.

Uploading Files To Cloud

Upload files wisely by integrating them with your working habits. A few methods to consider:

  • For mobile work, automate your apps to upload files from your device straight to the cloud.
  • Use dedicated services for different formats.
  • Create a designated cloud folder “recycle bin” to download stuff you won’t need permanently. It will keep your local folders free of junk files.

3. Create A Nested Folder System

This tip is a must. A structured folder system is reflective of how you remember information. It can literally point you in the right direction with every level you click through.  All you need to do is make sure that your folders have a logical hierarchy.

Start off with a main folder. Then start creating sub-folders to filter out files like on-going work from finished work, current documents, documents for review or documents organized by year. The main thing to remember is to label folders according to your work process.

Saving Files

4. Use A Standard Naming Convention

Use consistent and logical file naming conventions. File names should include things like dates, document status, names–details that can pinpoint and categorize the file’s contents.

File names should be easily scannable, naturally ordered, and highly descriptive.  Some suggestions:

  • Make updated files stand out by using an underscore before the date.
  • Decide on the format such as dd-mm-yy or first name, last name.
  • Use a numbering scheme to keep large folders of files in order.
  • Don’t be cryptic with special characters, acronyms or generic terms. Chances are you won’t remember what they referred to later on.

5. Separate Your Files By Format

Sometimes file names won’t come to mind as easily as the format will. If this is the case with you, you may want to organize your files by format. If you use this method along with nested folders, it can be a faster way to find a file. You don’t have to re-sort or sift through a folder full of different file formats.

6. Archive And Delete Files Regularly

The worst part about creating documents is that they can quickly get outdated or obsolete especially with files created ad hoc. Set up a time frame for yourself to delete files regularly to keep them from piling up.

With the way file management and creation is constantly evolving, knowing just a few of your habits can go a long way to creating a document management system that works with you. What are some of your best practices?

How Able2Extract Works With Your Document Management System

Document-management-able2extract

In the world of technology, there’s no escaping the digital document and everything that comes with it—the PDF format included.  Professionals with all sorts of working backgrounds have at one point or another dealt with the file format.  No doubt, leveraging a system that can handle a mass number of PDF files effectively is at the top of every company’s list.

Document Management Systems

As a solution, your company probably relies on a central document management system that allows employees to access and share multiple files effortlessly. It can be implemented internally through a corporate server or externally through third party services.

Both methods, of course, have their advantages. Where enterprise server systems allow for secured control access and monitoring, third party systems can be more resource efficient. In either case, you have a digital filing cabinet that can store documents, spreadsheets, and more importantly PDF files.

Uses Of The PDF format

The advantages of PDF documents has evolved drastically over the years, providing users a secure and professional solution at the document level. It already plays a major role in every department:

  • Accounts Payable and Receivable: PDFs are used for handling key documents including invoice exporting, distributing contracts, and accessing pre-purchase documents.
  • Sales and Purchasing: Agents keep records of purchase orders, send out registration forms, and collect and process data for the company.  All are kept in the PDF format.
  • Marketing:  Distributing brochures, product literature, and information to clients.
  • Customer Service: Managing client information, customer accounts, billing and receipts.
  • B2B Correspondence:  Discussing important documents in review, distributing company forms, and exchanging business proposals in secured PDF files.

It’s apparent that PDF files can cause difficulties between departments that, more often than not, work in conjunction with one another.  Thus, employees who need to work with the same stored and trapped content, but in different ways, need to consider how they can do so in an efficient manner.

Able2Extract & Your Document Management System

Think about it. How would you instantly take the PDF data your department needed, edit it, and integrate it back into the system completely processed and as needed?

Quick makeshift solutions can turn a simple task, like extracting text, into a major problem.  You’ll always need to reformat, realign and rearrange the data, wasting valuable time and resources. With every tool you seek out, you want one that lets you work seamlessly with files and systems already in place.

Able2Extract provides an intuitive way of converting PDF documents, minus the high cost, complex integration, and the steep learning curve. Here’s a closer look at how you can extend your workflow and get the most out of it:

Instant PDF conversion—Spend more time on analyzing data. Conversion is reduced to a 3-step process. Open your file, select the content to convert, click on the conversion output desired.

Content Editing—Able2Extract is designed for general content repurposing in mind. You get conversion options that are suitable to each format, whether it be Word or Excel.

Data manipulation—For professionals in data intensive work environments, Able2Extract can convert only the data you want, not the redundant data you don’t.

Document Collaboration—With more than more than 10 PDF conversion options, Able2Extract eases the document collaboration process and accommodates any format conversion needed by individual workers.

Invoice Data Analysis—Able2Extract’s custom PDF to Excel conversion gives users the control and flexibility to convert and manipulate PDF data at the cell level.

This flexibility enables you to work with information the way you need to and get the most out of your conversions.  For more information, check out the quick start guide to get a closer look at Able2Extract.
photo credit: DijutalTim via photopin cc

How To Make The Modern Day Office Work For You

Computer desktop workspace setup

Image source: Hongkiat.com

As businesses strive to keep up with technology, they’re allowing more and more flexibility in how an employee works. And thanks to developments in technology and the internet, the modern day office now comes in all different kinds of shapes and sizes.

Naturally, one office space is never as effective as another. Each one generates a different atmosphere and environment that directly affects how you work. Fortunately, there are many ways to optimize your workspace no matter where it is.

We decided to take a look at 3 common types of the modern day office with a few basic tips on how you can improve your productivity at each one.

Personalize And Fine-Tune Your Desk

This standard office space is slowly being traded in for alternative working methods. It’s no mystery that your environment has a direct impact on your well-being. In most cases, we’re used to sitting an average of up to 8 hours in front of the desktop, which can take a toll on your health. From incorrect body posture and eye strain to carpel tunnel syndrome and back aches, the computer desk can be full of health risks over the long run.

Ergonomic office desk setup

Image Source: Lifehacker.com

But, you can improve them. While your office space might not be able to equal those of Google’s,  whose creative workspaces are geared to keeping their staff inspired, you can still try to get it suited to your own comfort level.  Try changing and practicing a few small things to improve your overall productivity like:

  • ergonomically adjusting your chair, desk and monitor
  • using bright and natural lighting
  • ensuring adequate temperatures and space around your desk
  • adding a personal touch like pictures, plants, and knick knacks
  • taking frequent breaks away from the computer
  • reducing stress while on your computer

Create A Distraction Free Home Office

This is usually the office space for freelancers, outsourced or online workers, work at home moms, pro bloggers, and employees who live too far to commute. This type of office comes with great benefits. You save on gas, traveling time, money spent on lunch, and you can easily fit in personal appointments or schedule home deliveries.

Unfortunately, a ton of distractions exist. Working from the comfort of your own home doesn’t give you the same busy feeling of a productive business office.  Instead, you have easy access to your entertainment system, a cozy bed, and your spacious backyard.

Home office computer station

Image Credit: Nico Kaiser

How do you keep your worker hat on? For starters, try to:

  • separate your work area from your relaxation areas  like your living room or bedroom
  • work in a place where you’ll be the least distracted
  • set up times for taking breaks around the house and follow them
  • keep the TV and other entertainment units off
  • set up your workstation just as you would have it set up in a regular office
  • keep your desk minimalistic and neat

Get A Tailored Set Up For Your Mobile Device

In a post-PC world that’s focused on mobile gadgets, the concept of the “mobile office” is now more widely accepted. Many companies in fact are turning to a mobile workforce, which makes sense as it saves time, increases productivity and reduces overhead costs. And you can get your work done from wherever you are.

Mobile smartphone keyboard

Image Credit: Johan Larsson

Despite this, working on a mobile device does have some drawbacks. You’re restricted to a small screen size, a touch-screen keyboard, and limited hardware resources.  Under those conditions, you need to find the right set up and the perfect balance to working effectively on a single device.

As a mobile worker, consider a few adjustments like:

  • getting a separate keyboard for your device
  • using a device with an adequate screen size
  • working on your device to get the small things done
  • getting mobile versions of desktop tools you use daily
  • backing up your work and data to one central location (desktop, online or removable storage)

There are a dozen of little tweaks you can make to keep your productivity levels up.  These are just a few. So start taking careful stock of your workspace and figure out if your current set up is helping or hindering your work.

How To Live A Healthier Life With 10 PDF Rules

Life can be stressful.

Angry Woman
(Image from zenhabits.net)

At work alone you can go through a number of health risks–both mental and physical. Banging your head on the keyboard, getting annoyed by repetitive clicking, gaining weight from sitting in front of the computer, having had the sanity beaten out of you with the slowness of your computer–sound familiar?

That’s an average day for all computer users, no doubt. Well, believe it or not, PDF users can experience all that while working with ONE PDF file!

While PDF creators may neglect to create a stress-free, picture perfect PDF to work with, you, on the other hand, can actively prevent the usual stress bugs and unhealthy habits that are associated with every file. By simply adhering to these 10 basic PDF rules you can start leading a healthier life in front of a computer.

1. Deal with large PDF Files in short glances.

The number one frustration with the PDF is file size. They open slowly, they download slowly and they can even cause your browser or reader to crash. Unfortunately, not everyone takes the time to compress images, unembed fonts, optimize scanned pages or remove unused elements in their PDFs.

However, if you’re on the receiving end, take advantage of the wait time to get a cup of coffee, check your inbox or survey your RSS feeds. Believe me, checking in with the download in short glances is way less frustrating than one long wait session.

2. Add security to your PDF.

Have you been worried about the contents of your file? For the most part, your daily frustration includes being concerned about your work, making sure everything is done properly and that confidential information remains confidential.

For peace of mind, always add security features. Encrypt your PDF, add a self-signed digital ID or assign user and master-level passwords. This will go a long way to reducing the worry that causes sleepless nights.

3. Have good PDF tools.

A good idea for PDF users is to have a good list of third party tools handy. Working with the PDF file often involves manipulating the content more than anything else, and for the most part basic copying and pasting or quality printing are restricted. Consequently, working with PDF files can be extremely stressful.

You need to use more than one tool to be efficient with the format. While there are many task specific PDF tools online, the basic tools to have include a good PDF viewer, a fully loaded PDF creator and a versatile PDF file converter that outputs to more than one format. Having the right tools will make your life easier.

4. Add bookmarks to your PDFs.

Bookmark lengthy PDFs. There’s nothing more irritating than having to blindly scroll and “Ctrl + G” your way through a PDF you just created. Toggling back between the TOC page and the rest of the file means eyestrain, permanent frowns and headaches–the most common and most fatiguing ailments in the workplace. Having your pages visually indexed on the side, will save you and your recipients a bottle of Aspirin.

5. Redact your files.

Something close to a heart attack will usually come when, despite having set and re-checked your PDF security settings, you realize that confidential information has just been sent out. A pounding heart and high levels of stress due to that “uh-oh” feeling are definitely unpleasant reactions to have.

One cure to this: redaction. Redacting your PDF files can block out and even eliminate text and graphics from your PDF completely. There are redaction tools easily available online and should be added to your PDF toolbox before you heart gives out in a panic.

6. Update your PDF software.

You might be using older versions of Acrobat or Reader. While there’s nothing wrong with sticking to the tools you’re used to, you should worry about PDF hacks that have been developed using those versions. Being caught unaware by viruses and trojans can take years off your life as you try to restore your old system.

As a rule, you should update your software on a yearly basis. There are too many PDF hacks out there to leave it to chance. If you’re dead set on older versions, you might take heart in the fact that most newer versions do retain older features while developing newer ones.

7. Follow PDF/X and PDF/A subset standards.

There’s nothing more disappointing like preparing a PDF only to find out that you haven’t prepared it as well as you should have. Having to redo your work can heighten the stress levels when you’re already swamped with a million other things to do.

When preparing a PDF for any type of publication or archiving, whether it be on a large or small scale, use pre-flighting tools and refer to archival standards. They’ll help you create a PDF that won’t add to your to-do list.

8. Make PDF forms fillable online.

To users, this is now a necessity. And if you’re using the PDF to distribute forms over the Web, it should be a necessity for you too. If you want to do away with the long hours of mind numbing data collection and processing, make your PDF forms interactive and fillable online.

Using Adobe LiveCycle can integrate and automate the process with your company’s back end systems. Why burden yourself with extra work and effort that can be solved with technology already out on the market?

9. Stockpile on multimedia PDFs.

Working constantly with PDF files can amount to a daily 9-5 drone of routine with a 10 minute smoke break every 2 hours. Indeed, not a good way to cope with your day. Instead, break the monotony and low morale with an inspiring multimedia PDF. If complete with animation, sounds and visually compelling material, multimedia PDFs can provide a good mental break from your work. A really good multimedia PDF could help you reset your mentality and prevent you from leaving the desk for another cigarette.

10. Find comfort in knowing there are others who can help.

There’s always comfort in numbers. When in doubt of your PDF skills and in danger of developing low self-esteem, visit a PDF user community. These sites are usually equipped with a forum and network of users who, like you, are looking for simple camaraderie and support. PDF tips and tricks, industry news and software resource lists are also usual staples of user communities, but they can differ from site to site. Overall, they’re an asset to your PDF resource list.

Everyone’s had a bad experience with the PDF at one point or another. Having them repeatedly, though, isn’t all that great for your health. If you can’t avoid them, the best you can do is to improve the ways in which you cope with them.

Try these out and see how they work for you.