New documents are constantly being authored, shared, revised and archived, creating an ongoing challenge to businesses to steadfastly keep up secure repositories of information, in addition to maintain the ever changing formats by which information is composed. The wide selection of creator applications available today makes for workflow and business processing challenges for organizations – even way more for large enterprises with disparate locations. Converting documents from one format to a different can have many advantages for organizations, helping them realize increased productivity, better communication and enhanced process improvement, but what format should be properly used and why? image to pdf
PDF, TIFF and JPEG are three file formats frequently within the electronic information age. The requirement to convert documents from PDF to TIFF and PDF to JPEG is determined by several issues including information accessibility, data security and file storage and archiving. The following factors should be studied under consideration when contemplating what file formats should be properly used, and when:
Accessibility & Productivity
Converting documents into universally readable formats increases business process workflow in addition to worker productivity – while enhancing colleague collaboration and communication too. Considering that the introduction of the TIFF standard, many variations have already been introduced. The JPEG image compression format (used primarily because it’s browser supported) is really a lossy format, and thus some quality is lost once the file is compressed, which may be problematic once the file is restored or shared. Caused by these developments is that documents that have been once frequently converted from PDF to TIFF and PDF to JPEG formats are now more frequently kept as PDF files – because of free readers, the standardization of the format and the preservation of document integrity.
Searchability & Archiving
TIFF is really a raster format and must first be scanned having an OCR engine (optical character recognition) before a report in this format can be searched. PDF is really a more desirable archiving format than TIFF for many different reasons: PDF files in many cases are scaled-down and therefore usually require merely a fraction of the memory space of respective TIFF files, often with better quality. Small file size is particularly advantageous for electronic file transfer (FTP, e-mail attachment etc.), and the PDF file format stores structured objects (e.g. text, vector graphics, raster images), and provides for efficient full-text search. Plus, metadata like title, author, creation date, modification date, subject, and keywords can be embedded in a PDF (or TIFF) file, enhancing archiving and retrieval.
Files stored in JPEG format (image files), aren’t directly text searchable (and frequently don’t contain word content), but may be named with titles (or otherwise indexed) and archived and located by naming attributes. However, JPEG files of documents may be scanned via OCR, and then text searched.
Document Structure & Portability
Standard TIFF doesn’t include any method for defining document structure beyond sequencing pages, while PDF documents can include bookmarks, hyperlinks, tags and annotations. Also, Web browsers don’t support TIFF – therefore the format isn’t helpful for Webpages – while PDF pages may be optimized for Web delivery, via an optional Adobe plug-in.
TIFF, JPEG and PDF are portable across operating environments – so files will look the exact same on both PCs and Macs – possibly eliminating the necessity to convert some files from PDF to TIFF and PDF to JPEG.
TIFF and JPEG formats don’t contain built-in security protocols, so users can only be allowed, or restricted, use of documents. The PDF format on one other hand, features a sophisticated security system, which may be used to create document access passwords, or restrict usage.
PDF to TIFF and PDF to JPEG – to Convert or Never to Convert – there is nobody answer
As a first faltering step towards electronic document archiving, many organizations implemented TIFF archives – ensuring long-term viability, an established document structure, and a straightforward to transmit format – but one that is not easily searchable. Evolving business needs have dictated that the greater functionality of the PDF format is necessary for document storage, while companies commonly utilize the JPEG image file compression for storage and Web compatibility for color image files. Additionally, PDF is more versatile in that it can be utilized to store JPEG images and searchable text within the document as well.
Another good format alternative for JPEG to show documents in a browser is Portable Network Graphics Format (PNG). PNG was designed to restore the older GIF format, and is advantageous as it utilizes lossless compression, meaning no image data is lost when saving or viewing the image. (We’ll go into increased detail about PNG, and other file formats, in future articles.)