Searchable Pdf

Written by Kevin Tavolaro
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If you're planning on creating an easily navigable database of all your businesses files, you'll probably find that PDF documents are particularly well suited for the job. In addition to their cross-platform compatibility, PDF files offer a high degree of data security and efficiency, as they are designed to be viewed only, rather than amended or rewritten. If you are planning on creating a virtual library for all of your business-related documents, PDF can ensure both the security and efficiency of your data.

Because PDF documents can contain such a variety of data, they're the perfect vehicle for merging diverse file formats into a single, comprehensive database for your organization. When a PDF file is created, all aspects of the file are locked into place. Other types of documents are sometimes subject to the operating system they are being viewed in. For example, the fonts used in Word documents are actually part of the platform, as opposed to the file itself. As a result, the file might appear completely different on another computer if it is not equipped with the font in question. PDF files stand in contrast to this, as they hold all of individual elements required to present the data as it was originally intended. PDF files feature embedded fonts, which means the font file is incorporated into the document itself. PDF files are even capable of viewing the words from scanned documents as a text file.

Creating Searchable PDF Files

The self-contained style of PDF documents not only optimizes your files for electronic publication, but also for digital archival. A database of PDF documents can be searched, reviewed, and organized in variety of ways, depending on your business needs. By using a PDF capture application, you can even turn non-electronic data, such as books, photocopies, and other printed media into fully searchable digital documents. This can save a huge amount of time that otherwise would be spent sifting through old filing cabinets and folders.

PDF capture applications work in conjunction with your scanner to build an easily searchable archive of PDF documents. The first step is to make sure that your scanned images can be processed by the application. In order for this to work, the images must be at least 200 dpi (dots per inch). After you've created the image files from the document, all you need to do is load them into the PDF capture application, and select the language. The programs can then review the image files and determine the shapes and locations of each letter throughout the text. By contrasting this information against a text alphabet, the application can hide hidden, correlating text over the image. The text information remains embedded in the file, allowing the document to be viewed and searched by any PDF reader application.

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