Choosing a file type for your scanned documents might seem like an insignificant detail, but it can make a big difference in how useful your records are later down the road.
Every file format has its own strengths and weaknesses, and depending on your project, there’s a good chance that one will serve your needs better than the other.
When it comes to document scanning services like ours, the two main file types you’ll have to choose from are PDF and TIFF.
Knowing what sets these formats apart, and how that affects your records, will help you choose the one that works best for your business.
What is a PDF?
PDF (short for Portable Document Format) was created by Adobe specifically to make sharing documents between different devices easier. The biggest advantage of a PDF is that it looks the exactly same, no matter where it’s opened. Whether you’re on a Windows computer, a MacBook Pro, or an Android phone, the layout, fonts, and images stay consistent without compatibility issues.
This consistency is what makes PDFs such a popular choice for sharing documents. You don’t have to worry about whether someone can open the file or if it will look different on their end, its easy to open and it always appears as intended.
Another advantage of PDF is the built-in security. Features like password protection and digital signatures help ensure that sensitive information isn’t accessed or changed without permission.
There are also specialized versions of the format like PDF/A. This version is optimized for long-term storage by trading some of the more advanced formatting features for a simplified file that can be reliably opened well into the future. Businesses often choose PDF/A when archiving records that need to keep for many years.
With the perfect mix of accessibility, security, and consistency, PDFs are the go-to choice when sharing or storing documents across different platforms and devices.
What Are the Advantages of PDF Files?
- PDFs offer security features like password protection and digital signatures, letting you control who can view or edit a file.
- PDF/A provides a standardized format for long-term archiving, ensuring documents remain accessible well into the future.
- Most PDF readers, such as Adobe Acrobat, allow you to add notes or annotations directly to a document.
- PDFs are text-searchable, making it easy to quickly find the information you need.
- They can include hyperlinks, which makes referencing other documents or resources simple.
What Are the Disadvantages of PDF Files?
- Multi-page PDFs may not meet certain privacy or compliance requirements, depending on regulations.
- A PDF viewer like Adobe Acrobat is required to open them.
What is a TIFF?
TIFF, short for Tagged Image File Format, is commonly used to store high-quality photographs, illustrations, and scanned documents. Unlike formats that lose detail when compressed, TIFF is lossless, meaning image quality is preserved without degradation.
Because of this, TIFF files are widely used in industries where image quality matters most, such as publishing, printing, and large-format scanning projects like blueprints. They’re also popular in fields like healthcare, education, and government, where accuracy and clarity are important.
Another useful feature of TIFF is its ability to support multiple layers, which makes it handy in professional editing and design workflows. This allows users to work with different elements within a single file without affecting the original image.
With their focus on quality and flexibility, TIFF files are perfect for use in scanning projects that need precision and longevity.
What Are the Advantages of TIFF Files?
- TIFF files preserve image quality thanks to their lossless compression, making them ideal for high-detail scanning projects.
- They are difficult to edit, which can be beneficial when you want to keep the integrity of original records intact.
- Built-in support across nearly all operating systems ensures TIFF files remain accessible even as technology changes.
What Are the Disadvantages of TIFF Files?
- TIFF files don’t include built-in security features, so protection depends on how and where they’re stored.
- They aren’t natively supported by most web browsers, which means conversion to another format (like JPEG or PNG) is required for online use.
- When scanned as single-page images, TIFF files usually need an accompanying database to organize and navigate large collections.
Choosing the Right File Type for Your Project
The choice between PDF and TIFF really comes down to your specific needs.
For most projects, PDF is the more practical option. It’s widely supported, easy to share, and flexible enough to include not just images but also text, links, and even interactive features. This makes it a great all-around format for businesses that want accessibility and flexibility.
TIFF, on the other hand, shines in situations where image quality must remain uncompromised. Its lossless compression and editing capabilities make it better suited for industries like design, publishing, or large-format scanning projects.
If you’re unsure which format makes the most sense for your records, our scanning experts can help you weigh the options and recommend the best approach for your project. Contact us for more information or to speak with one of our technicians.
