In this blog post, I hope to shed light on a frequently asked subject that deserves consideration: Should documents in SharePoint be saved as PDFs to avoid editing? This question comes up frequently when organizations want to keep formal, official papers like SOPs, policies, and procedures on file.
It’s important to understand the need of a SharePoint development company and SharePoint integration services in maximizing the functionality and performance of SharePoint environments before we get too far into this discussion. These specialized companies have experience customizing SharePoint solutions to fit particular corporate requirements. In addition, SharePoint integration with other apps and systems, process customization, and continuous maintenance and support are offered. Employing a SharePoint development company can help businesses realize SharePoint’s full potential, resulting in optimal use and a high return on investment.
Advantages of Uploading PDFs to SharePoint
The utility of SharePoint for storing PDFs is vast, surpassing traditional storage methods by a significant margin.
- Accessibility: PDFs stored on SharePoint are accessible 24/7 to authorized users, regardless of their device, ensuring seamless accessibility from anywhere.
- Concurrent Access: Multiple users can access the same PDF simultaneously, fostering collaboration and efficiency within teams.
- Version Control: SharePoint’s version history feature facilitates easy comparison of PDFs, streamlining document management processes.
- Efficient Search: With its robust search capabilities, SharePoint enables swift and accurate document retrieval, saving time and effort.
- Backup Protection: The backup feature in SharePoint provides an additional layer of security, safeguarding PDFs against loss or unauthorized access.
- Workflow Enhancement: Storing PDFs in SharePoint serves as a reliable central hub, simplifying day-to-day operations for staff members.
- Pro Tip: Organize PDFs into folders within SharePoint to enhance organization and expedite document location.
Make the switch to SharePoint for PDF storage! Embracing the cloud offers unparalleled defense against the cumbersome nature of paper-based systems.
Let’s begin with should documents be saved in SharePoint as PDFs to prevent editing?
Comparing Microsoft Word and Adobe PDF Formats
The debate often arises from the stark contrast in ease of editing between Microsoft Word and Adobe PDF documents. In Microsoft Word, alterations can be swiftly made either through the browser or the native application. Conversely, modifying PDF files isn’t as straightforward. SharePoint Online’s built-in PDF viewer serves solely for viewing purposes and lacks editing capabilities within the browser.
Emphasis on Security and Permissions
In essence, the critical factor isn’t whether a document is saved as a PDF or in Word format; it’s the permissions assigned to the site or document library that dictate users’ editing privileges.
Scenario 1: Read-Only Site Permissions
When site permissions restrict users to only reading (typically under the Visitors Group), editing privileges are inherently limited. Even if documents are stored in Word format, users are unable to modify them within the SharePoint interface. Although users might download files locally for editing, they’re unable to re-upload modified versions to the same “official” SharePoint site or document library.
Scenario #2: Edit Site Permissions (Members Group) with PDF Documents
In this scenario, suppose you opt for PDFs but maintain lenient permissions—granting editing rights. This situation can create a deceptive sense of security. While you may assume that users cannot edit PDFs, the reality differs. Users can freely download the file and make basic alterations, even with a free version of Adobe Viewer. Furthermore, if they possess Adobe Professional, they can edit PDFs and subsequently re-upload them to the site.
In conclusion, it’s crucial to reiterate that site security remains the ultimate determinant of users’ editing privileges, irrespective of document formats—be it Word docs or PDFs. Traditionally, PDFs have been favored for storing formal documents due to their aesthetically pleasing and tidy appearance upon opening. Personally, I advocate for PDFs, while simultaneously ensuring that your SharePoint site or library grants Read access to users. This approach ensures both document integrity and user accessibility, aligning with best practices in document management.
Additionally, it’s imperative to consider the expertise of a SharePoint development company and SharePoint integration services when configuring site security and optimizing document management workflows. These specialized firms offer invaluable insights and solutions to enhance the functionality, security, and efficiency of SharePoint environments, ensuring seamless collaboration and document management within organizations.
Happy Reading!!
