5 reasons why you should use PDF format for scanned documents
PDF file format is one of the most extensively used file types. A PDF file type can contain content comprised of texts, images, hyperlinks, videos and PDF portfolios, etc. The PDF file format has the capability of automatic image compression hence high definition images can be used in it. This format can also be used for saving and attaching scanned documents.
In this article, we have listed five main reasons why you should use PDF file format for scanned documents as compared to other file types.
1) Security:
The scanned documents can be in any of these formats e.g., PDF, TIFF, JPEG and GIF. Alterations can be made very easily in TIFF, JPEG and GIF file formats without leaving any electronic footprint via image editing softwares. So, the scanned documents that are in these file formats must be stored in CD-R or DVD as the documents stored in such optical media cannot be altered. In comparison to these file formats; PDF has a much better security. PDF files cannot be edited without their special PDF editing softwares and upon editing they usually leave an electronic footprint. Moreover, they can be password protected which can restrict access of unauthorized personnel.
2) Searchable:
A text or a phrase can be searched easily in a PDF file. Many PDF reading software programs, such as Adobe Acrobat and Classic PDF Editor which are few of the best PDF Readers, have the option of search in their interface so that the user can easily look for the required text or phrase.
3) Compatibility of PDF Format:
PDF format file is universal which means it is independent of the hardware, software or the operating system that was used to create the file. These files are easily transferable which means that they can be shared and viewed across different computers. This property of PDF being compatible across multiple platforms is one of the most important reasons why PDF files should be used for scanned documents.
4) Reduced size of the file:
When 81/2x11document is scanned into the computer, it has a size of approximately 1000 kilo bytes but when this document is converted into PDF, the file size is reduced to 28-33 kilobytes. Similarly, when a document from another format is converted into a PDF file type, it is reduced by 25% of its original size. PDF format files are much smaller in size without compromising the quality unlike the JPEG, TIFF and GIFF formats in which the quality is significantly decreased on reducing the size. In order to compress the file size, you can utilize any of the best PDF converter available online through which a user can easily convert other formats into PDF.
5) The data recall:
In formats like TIFF, GIF and JPEG, etc. the file can only be recalled through database and not at individual file level. A person cannot know the exact locations of all the files present in a database so when a user needs to find a specific file from a large number of documents, it becomes extremely difficult to locate it. This problem can be easily solved by using PDF file format for scanned documents.
In the light of above mentioned points, it is quite obvious why PDF format is the most preferable file format for scanned documents. Let us know about your approach regarding such documents in the comments below.
