In the world of document management, it is impossible to avoid the word PDF. If you are currently looking to improve your business processes through document scanning, you must first choose the proper file format for your converted records – PDF or TIFF. Many of us have interacted with PDF documents in our professional lives; However, many of us do not know what a PDF really is, or the benefits that they can provide. Determining the right file type for your document management needs is important – so we put together some information about the “Portable Document Format” and why you might scan to pdf.
PDF or Portable Document Format is a file format designed to represent a document regardless of the software, operating system, and/or hardware used to create, display, or print them. PDF files are unencumbered by system limitations, making it an extremely versatile and mobile file format. PDF files display a complete representation of a fixed-layout document – including graphics, fonts, and other information displayed within.
Benefits of Scanning to PDF
Preservation: PDF files conserve all visual elements of a file. Whether you are converting an image or a Microsoft Word document – your text and images can be safely transferred to a PDF format.
Customization: The PDF format comes with a slew of interactive functions, a great reason for scanning to PDF. PDF files will allow you to utilize hyperlinks, file attachments, text notes, and much more. Being able to integrate forms and export data can provide valuable functionality to an otherwise static document.
Security: When it comes to the confidentiality of your business records, PDF is able to provide high levels of security. Through data encryption and authentication controls PDF files are transferred securely – helping companies protect their valuable data.
Size: Another reason to consider scanning to PDF is the ability to compress. Raw data tends to be large, and with a PDF you can effectively reduce file sizes without sacrificing the image quality of your records. This is particularly useful when storing, managing, and sharing documents with a large amount of images.
Mobile: As we stated before, PDF documents are a truly portable file format. As long as you are equipped with the proper PDF viewing software you can open and view any PDF file.
As you can see, there are many benefits to scan your files as PDF documents. However the question remains, should you scan to PDF? With so many file formats available, each with their own pros and cons, it can be a difficult decision to make. Do not wait – ask our talented team about file formats and document scanning solutions today, or check out our next article on the benefits of scanning to TIFF – Why Scan to TIFF.