New documents are constantly being authored, shared, revised and archived, creating a continuous challenge to businesses to keep secure repositories of information, in addition to match the ever changing formats where information is composed. The wide selection of creator applications available today makes for workflow and business processing challenges for organizations – even much more for big enterprises with disparate locations. Converting documents from one format to a different might have many advantages for organizations, helping them realize increased productivity, better communication and enhanced process improvement, but what format should be utilized and why?
PDF, TIFF and JPEG are three file formats frequently present in the electronic information age. The requirement to convert documents from PDF to TIFF and PDF to JPEG depends upon several issues including information accessibility, data security and file storage and archiving. The following factors should be studied into account when considering what file formats should be utilized, 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. Since the introduction of the TIFF standard, many variations have now been introduced. image to pdf The JPEG image compression format (used primarily because it’s browser supported) is really a lossy format, and therefore some quality is lost once the file is compressed, which may be problematic once the file is restored or shared. The result of these developments is that documents that were once frequently converted from PDF to TIFF and PDF to JPEG formats are actually more frequently kept as PDF files – as a result 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 file in this format may be searched. PDF is really a more suitable archiving format than TIFF for a variety of reasons: PDF files are often scaled-down and therefore usually require just a fraction of the memory space of respective TIFF files, often with better quality. Small file size is especially 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 allows for efficient full-text search. Plus, metadata like title, author, creation date, modification date, subject, and keywords may 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 – so the format isn’t useful for Webpages – while PDF pages may be optimized for Web delivery, via an optional Adobe plug-in.
TIFF, JPEG and PDF are all portable across operating environments – so files can look the exact same on both PCs and Macs – possibly eliminating the requirement to convert some files from PDF to TIFF and PDF to JPEG.
TIFF and JPEG formats do not contain built-in security protocols, so users can only be allowed, or restricted, usage 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 To not Convert – there’s no body answer
As a first 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’s not easily searchable. Evolving business needs have dictated that the higher 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 works extremely well to store JPEG images and searchable text within the document as well.
Another good format alternative for JPEG to produce documents in a browser is Portable Network Graphics Format (PNG). PNG was designed to replace the older GIF format, and is advantageous since it utilizes lossless compression, meaning no image data is lost when saving or viewing the image. (We’ll get into greater detail about PNG, and other file formats, in future articles.)