PDF is one of the most commonly used file formats in everyday work. People who regularly work on documents with this extension can choose a better program that will save time and allow you to freely manage and edit files. What is worth knowing before choosing a PDF tool?
Many programs allow you to edit PDF files quite well, but they are still considered essentially uneditable. Making more extensive changes usually requires conversion to other formats, which is not at all common. Therefore, it is worth making sure that the programs you use to handle PDFs allow easy conversion not only to one format, but preferably to several different ones. The extensions that should be on the supported target list depend on the nature of the documents, but the basis today should in most cases be an efficiently functioning OCR module.
The marking and copying function is supported in a basic way by many programs for working with PDF files. However, copied fragments usually require laborious processing, which means that compared to manual rewriting, you do not even gain enough time, and the risk of error is not necessarily lower.
Some programs used to handle PDF files allow selective data downloading, but in such a form that it can be imported in other tools practically without additional changes. In this way, you can process fragments of spreadsheets, invoices or documents with a known structure. In combination with the aforementioned OCR module, this provides powerful possibilities for transferring data between different systems and programs.
OCR (Optical Character Recognition) based on artificial intelligence (AI), uses it to convert all kinds of visual objects into data. This modern technology overcomes the rule-based models that were commonly used just a few years ago.
The use of AI in OCR allows the tool to recognize - just like humans - objects such as tables, handwritten signatures, etc. For documents, AI-powered OCR is supported by a pre-processing stage for document classification. Once a document is loaded, the tool automatically recognizes its layout and assigns it a tag - invoice, contract, purchase order, etc. SwifDoo PDF for Windows includes a feature to split pages in large PDF files containing multiple scanned documents. OCR is combined with data extraction, the step where AI recognizes individual fields from a document and collects it all into a structured data set. Many businesses now adopt the Best AI for document processing to automate invoices, contracts, and compliance files with higher accuracy. The extracted fields can be validated individually or as a whole document.
Professional PDF programs are essential when there is a lot of source material and it is necessary to catalog it. If it can be done within the library inside the program, then even better. In this way, you gain the ability to quickly browse archived documents in a way other than just by searching the directory structure on the disk.
In some cases, the dates of the last edits are also saved, which makes it easy to navigate libraries of even thousands of files. This form of organization will not replace the document archiving system in the company, but it allows for easy file management, for example in a single department.
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