Compressing and converting PDF files is a useful process. It helps with file management, making data storage around your business far more organized.
Of course, companies are often contending with very sensitive data at this time. So, if they go about this process in a way that invites more problems than it fixes, further complications can occur. Many companies can lose their data in various ways, but simple mismanagement can be one of the most prevalent that’s still somehow overlooked and underestimated.
Still, it’s important not to be too twitchy here. So long as you go about compressing and converting PDF files responsibly, you have nothing to worry about. Here are some of the strategies for reducing risks when your company is undergoing this process.
Use Free Compression and Conversion Tools
When you’re looking for a pdf compressor, you may stumble across certain services that demand payment. Such costs aren’t always necessary.
Fortunately, you can compress PDF files for free with certain providers online. The same is true for conversions too. You can tinker with files other than PDFs, including JPGs, GIFs, TIFFs, and PNGs. So, you have a degree of flexibility to get the work done. If you have a PDF to compress, choose your file or drag and drop it into the outlined area – it’s that easy!
Of course, not everything free is great and can be misleading. Work with compression and conversion specialists that take security seriously. There are a few ways you can be assured of this, so look out for:
- Any evidence that any European service you’re working with is a GDPR-compliant entity.
- Signs that the service utilizes advanced TLS encryption and that the compression process is encrypted.
- Assurances that annual audits are performed so that certification around ISO/IEC is well-earned.
A reputable service won’t just convert and compress PDF files, but they’ll also protect your information too. Your information should always be in good hands.
Consider a Paid Upgrade
Free compression tools are available to everyone. That said, additional advantages can be mined from them for a small fee.
For example, businesses can secure unlimited access to the compression tools available. Other limitations are also removed, allowing enterprising minds to easily merge, split, convert, and e-sign documents. It’s several extra layers of efficiency, all of which reduce the chances of mishaps occurring elsewhere should these processes were to be handled another way.
These extra services tend to be optional, though they are recommended. After all, firms should always go the extra mile with their processes; the same can be true of any files being compressed and converted. You’ll benefit in numerous ways and receive extra assurance that conversions and compressions are being conducted without incident.
Check the Quality of the File
Compression and conversion tools are magnificent. However, they can only do so much. Converting files is often done to make them look better, especially with images and video. Nevertheless, it’s still a good idea to ensure everything is as great as it can be pre-conversion. After all, compression and conversion features are tools, not miracle workers. These tools aren’t a shortcut solution to improving shoddy files; they can only convert what you’re already working with.
So, it may be helpful for you to go back to the original file and make any necessary changes to punch up their quality. Tinker around with resolutions, frame rates, and anything else that might be influencing the quality of the file that a conversion can’t necessarily fix.
You may also have to go beyond the file and make changes to settings in media players or with graphics cards. Ensure both have received necessary updates or are swapped out if they’re outdated and incompatible with your goal. Converting the files is still useful in these situations, but it shouldn’t be depended on as a sole fix to quality issues.
Improve Your Internet Connection
Your internet connection speed can sometimes determine how fast PDF files compress on certain platforms. So, boosting your internet can be in your best interests if you want to get things done quickly.
You don’t always need to sign up with a new provider for this effort. Instead, doing something as simple as connecting an ethernet cable to your machine can hurry things along. If you do that, remember to delve into your computer’s network settings to switch from Wi-Fi to an ethernet connection.
Moreover, this switch isn’t just about speed but also security. Data can be more easily intercepted over the Wi-Fi as the data is ‘moving through the air,’ figuratively. If you don’t have access to a physical cable, looking into ways you can make your Wi-Fi more secure may mitigate risks when shuffling files around.
Switching providers is not compulsory, but depending on your circumstances, it could still be a good idea. Look for the internet providers ranked as being safest and approach them.
Communicate with Your Team
Capable free PDF compressors will have Team and Business plans to give entire workforces access to all the different Pro features for maintaining files. There will be perks with the service, too, like priority support for certain groups and flexible payment options to cover costs. Quotes should be customized to the individual.
It’s a good idea to clue your colleagues into what’s going on in more detail. PDF compression is useful and simplifies file management practices, but at the same time, it can be a big change in processes and logistics. Of course, the last thing you need is colleagues deleting compressed files they mistakenly believe to be redundant, too.
So, keep everybody in the loop. Whether email updates or a quick team meeting to explain the shift in processes, everything will be much more straightforward when everybody is on the same page. As previously mentioned, many of the risks around data loss come from internal negligence and mismanagement, so address those dangers before they ever have a chance to arise.
Heed any concerns of your team too. Though employees often try to cope with a boss that doesn’t listen to them, they shouldn’t have to. If they make mistakes with compressed files because you didn’t enlighten them, that’s on you, not them!
Retain the Original Documents
Businesses can sometimes get bogged down in data if they have multiple copies of all their files. That’s only the case if they’re not managing things properly, though.
It’s always recommended that you have the original versions of any files you’ve compressed or converted, whether PDFs or not. You can create a new folder for this data with a secure cloud server. Even if they just figuratively gather dust, you’ll know you can trace everything back to the point of origin if you ever need to.
It can also be a case of having backups too. If, for whatever reason, the versions of your files that are compressed or converted are lost, you can always repeat the process for free. Always keep a copy of everything if possible.
Conclusion
As you can see, one can make a few possible mistakes when compressing and converting PDF files. Moving things along as smoothly as possible, working with expert services, and improving things on your side with your internet and software capabilities could all help effectively. Communicating with your colleagues can ensure cohesion when these processes are underway, as can retaining original documents so that nothing is lost. Combining these efforts can help significantly reduce risks when converting PDF files.
