A plain guide to the file formats for scanned documents: what PDF, PDF/A and TIFF are, when each makes sense, and how colour and resolution affect file size.
For most business archives, a searchable PDF is the right choice. It opens on any computer, can be searched, and keeps a document's pages together in one file. Choose another format when a specific need, such as long-term preservation or an image-editing workflow, calls for it.
The everyday choice. Pages stay together in one file, text is searchable with OCR, and every device can open it.
A version of PDF built for long-term preservation. It embeds everything needed to display the file, so it looks the same decades later. Often asked for by archives and tenders.
An image format that keeps full quality and is often used for archival masters. Files are large, and text is searchable only when paired with an OCR layer.
Ask who will use the documents and for how long. Day-to-day retrieval by your own team is well served by PDF. A requirement to keep records for many years, or a client or tender that names a standard, points to PDF/A. A workflow that edits images, or a requirement for an uncompressed master, points to TIFF.
Colour and resolution matter as much as the format. Colour and higher resolution both increase file size, so pick them for the documents that need them. Our standard is 300dpi PDF with OCR. See what OCR does and what standard scanning includes.
Black and white gives smaller files and suits plain text documents. Colour is worth it when colour carries meaning, such as highlighted text, coloured stamps, signatures in blue ink, charts or photographs. We can scan single or double sided, in colour or black and white.
Our standard output is PDF, grouped as agreed, with searchable text. If you need PDF/A or TIFF for an archive or a tender requirement, say so when you enquire so we can confirm it in the quote.
300dpi is the standard and suits most business documents. You choose the resolution: lower for smaller files, higher for fine print, drawings and photos. Higher resolutions make larger files and may cost more, so tell us when you enquire.
PDF is an open standard that is widely supported, and PDF/A is designed specifically for long-term preservation. If you need documents to stay readable for decades, tell us and we will confirm whether PDF/A suits your project.
Tell us roughly how many boxes and what is in them, and we will come back with a quote. Collection is quoted separately.