Efficiency is the name of the game for attorneys as well as other business professionals. An understanding of technology is necessary to keep the wheels of business in motion. Yet few professionals take the time to familiarize themselves with the subtleties of technology. In particular, attorneys typically lack knowledge about PDFs. PDFs are especially important in the context of the legal industry as they empower attorneys to create, edit and share documents with ease. Here is a quick look at how to best use PDFs for legal work.
Redact Sensitive Information
Attorneys handle sensitive data every single day. These professionals are charged with crafting highly-detailed documents that must be handled with care. It is a mistake to use a drawing markup tool like a rectangle with a black fill. The better approach is to use a PDF redaction tool. Such tools do more than simply conceal text and images. PDF redaction tools also replace each pixel of the selected information.
Legal professionals often complain it takes too much time to build PDF documents. Converting PDF files to those necessary for Microsoft Word proves especially challenging for some attorneys. Thankfully, PDF converter capabilities are available so legal professionals do not have to recreate documents all over again in Microsoft Word.
Forms are necessary for just about every legal action. Attorneys and courts generate a steady stream of paper from records to statements, evidence and beyond. Furthermore, all legal documents must be processed in an efficient manner and subsequently archived. PDF forms decrease the workload. It makes more sense to have a client fill out a PDF form than send paper documents back and forth to be printed. Once the PDF is received, the law firm will transmit the form data and re-import it to additional documents like representations, statements, comments and expert opinions. The use of PDFs also decreases the chance of an err. As every attorney knows, the devil is in the details. Even the slightest err can ruin a legal document.
Stop Unauthorized Parties From Obtaining Access
PDF files have the potential to prove more secure than tangible paper documents. However, PDFs will only prove secure if the time is taken to apply the proper security protocols. Every attorney should know how to stop someone from accessing a PDF. Consider a situation in which an attorney is looking to transmit confidential information to a client through email. The best approach is to establish a document open password so the PDF cannot be opened unless the proper password is entered. Transmit the password to the recipient and he or she will be able to access the document.
The Prudent use of PDFs Will Boost Your Workflow
PDFs are an important means of streamlining work done on paper. Yet simply viewing PDFs is not enough in and of itself. It is just as important to understand how to alter PDFs. Once you know how PDFs can be manipulated, your law office will no longer be reliant upon paper. Attorneys who spend the little bit of time necessary to pinpoint and obtain control of data through PDFs will see a noticeable difference in the way they work, the less paper collected, and overall ease of the office attitude.