PDF workflow in the office — digitalisation, archiving and collaboration
2 min read·25 July 2026
An efficient PDF workflow saves hours per week. This guide covers how to set up a smart office document system with PDFs — from receiving to archiving, from collaboration to security.
Digitise received documents
Paper documents received by post: scan them immediately after receipt using a multifunction printer or smartphone scanning app. Use names like [Date]_[Sender]_[Subject].pdf. Scan at 200–300 dpi for readability without overly large files.
Folder structure: standard setup
A good folder structure: • /Inbox (to process) • /Projects/[Name] • /Clients/[Name]/[Year] • /Administration/[Year]/Invoices, Contracts, VAT • /Archive/[Year] Move files after processing from Inbox to the correct folder.
Merge PDF
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Collaboration: one PDF for multiple people
Want colleagues or clients to review the same PDF? Share via Google Drive (with comment rights) or SharePoint. Then bundle feedback via PDFrust Merge if you want everything in one case file.
Digitalise approval workflows
Paper sign-off sheets are replaced by digital approval workflows. Simple approach: send the PDF with a digital signature request via DocuSign or Adobe Sign. Free alternative: use PDFrust Sign for a signature, send back by email.
Archiving and retention requirements
Determine retention periods per document type: • Invoices: 7 years • Contracts: 10 years or longer • Personnel files: 2 years after employment ends • Correspondence: 3–5 years Convert to PDF/A via PDFrust for documents that need long-term retention. Timely delete files no longer required (GDPR compliance).
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