Digital file types: Every output option available
You can choose to save the scanned output files in any of the standard digital formats listed below. If your business uses proprietary software that requires a specific file format or has to adhere to specific compliances that mandate a particular file type, be sure to mention the details to your scanning project manager at the planning stage.
Let's look at some file format definitions and the characteristics of some commonly used file types:
● PDF
PDF (Portable Document Format) is widely used as it is a universal format—which means that you can use any software or application to view it. The PDF format is designed to include metadata that is hidden from the viewer but contains keywords that are descriptive of the file's content. These keywords make the file searchable via a document management system. PDF is the ideal output file if your documents contain a combination of formatted text and images—for example, an instruction manual with text and illustrations. It is also a good choice for documents like invoices and contracts containing information that needs to be readily searchable with text or keywords.
● PDF/A
The PDF/A is a subtype of the PDF format. It is specifically developed for use in archiving and long-term 'as-is' preservation of documents. The format has been designed to prohibit external linking and prevent any dynamic changes to the document over time. It ensures that content stays unmodified over an extended period, and documents saved in PDF/A will be rendered in a consistent and predictable way in the future.
Similarly, PDF/E is used for archiving engineering and technical documentation, and PDF/X is used for archiving graphics and printed material.
An excellent example of PDF/A usage is insurance policy documents that must be retained without any modification to the information for several decades.
● TIF
TIF (or TIFF) stands for "Tagged Image File Format." This format is specifically meant for raster-based images. TIF files can be compressed into smaller file weights without loss in the quality of the image. So if you have a large number of records, it is efficient to store them in TIF formats which can be compressed and require less space for data storage.
Moreover, the TIFF format is suitable for multi-page documents as it allows you to add and remove pages, making it compliant with healthcare privacy guidelines.
For example, it is ideally suited for saving employee HR documents as you can add more pages to the employee's TIFF file as the employee submits more documents.
Many companies also prefer the TIFF format over PDF, as a TIFF file preserves the document's integrity, whereas a PDF can be modified.
However, remember that if you want TIFF files to be searchable, you'll also have to store a separate text file containing the metadata (except if you are using a Document Management System).
● JPG
JPG, or The Joint Photographic Experts Group, is an image file format that uses 'lossy compression' to reduce file size. This means that the compression results in a loss in image quality. However, the loss is minute enough to go unnoticed by the viewer and does not affect the file's content.
The JPG format is ideal for digital photographs or web-based images where reducing file weight is essential. It is not usually the best choice for text-heavy documents. But you can use it effectively to store marketing brochures, company logos, and website images.
● Other file format definitions
DOCX, PPTX, and other Microsoft Office files are suitable for documents that require updates or collaborative editing. However, they're not recommended for historical or archived documents that should not be modified, and certainly not for files containing personal or sensitive information!
Digital image format types
If you choose to save the output files in an image format, you will also need to decide on the image options you need:
● Bi-tonal or Black & White
A bi-tonal image means that each pixel is either black or white. These black & white images are a good choice if you want to keep the file size small. They are ideal when you want to store large volumes of images, and the information in the files doesn't require full color to accurately reproduce the original document. They help save the costs of digital storage space. Choose bi-tonal images only if your original documents are clear and in good physical condition, so the scanned images are legible.
● Grayscale
Grayscale images reproduce the original document using several shades of gray, not just black and white pixels like in bi-tonal images. Handwritten notes or complex markings like ink stamps or seals can be reproduced with higher clarity if you use grayscale images instead of bi-tonal ones. However, the output file sizes may be larger in size or weight. So, this format is a good choice if you have sufficient digital storage space or only a small volume of images to store.
● Full-color
Color scanning gives you an authentic, lifelike representation of the original document as it retains all the original colors, just like a photograph. Be aware that full-color images take up the most space of the 3 types discussed above. So, choose this format only if you truly need the full-color representation of the original. For example, use full-color to scan student records. If you want to retain red correction marks on exam sheets, you will need a full color scan as the red mark will not be seen as 'red' in a bi-tonal or grayscale image, and it may lose its significance.
Digital file format resolution guide
High-res or high-resolution is a word we often hear when we refer to high-quality images.
'High resolution' simply means more detail in an image. Resolution is measured by the number of 'pixels per inch' (PPI) in an image or 'dots per inch' (DPI).
The standard resolution we use for most scanning projects is 300 DPI.
But we can opt for a resolution ranging anywhere from 200 DPI to 1200 DPI.
The higher the resolution you use for scanning, the heavier the output file.
Choose a high scanning resolution (600 DPI and above) if you need to reprint the scanned image and want to scan full-color photographs or important documents containing photos (such as a passport or ID card.)
300 to 600 DPI is usually sufficient for most use cases.
Low-res images (200 DPI) are usually used on websites or other online channels when you want fast download times, and you can sacrifice some quality for a smaller size.