Are you in the middle of a big scanning job? Do you have questions about converting documents and data? You're in the right place. Here's the managed print services guide to digital file formats!
File Formats, Explained
The first rule of any significant document project is to start with managed print services.You'll get the resources, insights, and solutions you need to keep track of workflows and make sure everything goes according to plan--all with help from your managed print provider.
The second rule of document projects is to know all the different file formats and how they interact. Here's your quick guide:
PDF and PDF/A
PDF stands for "Portable Document Format." It's a universal format, so it's easily accessible across different devices, operating systems, and applications. The real magic of a PDF is that it's searchable thanks to metadata and keywords--but another big benefit is that it seamlessly combines text and images.
PDF/A is an archive-friendly subtype of the PDF. The idea is to use PDF/A for files that need to be viewable long-term, so it blocks any significant changes and works to preserve the organization of your content. You may also see PDF/E and PDF/X options for certain types of documents.
TIF or TIFF
The "Tagged Image File Format" stores raster graphics. Although the main benefit of TIF is that it can be compressed to save data space, it isn't searchable by default and doesn't allow modifications.
JPG
JPG is named after its developers: "Joint Photographic Experts Group." This file type compresses images and saves space in exchange for varying degrees of image quality loss. It's a great choice for artwork and photographs, but it can make text difficult to read and manage.
DOCX, PPTX, etc.
If you use Office products, you'll likely notice other file types--such as DOCX for Word documents and PPTX for PowerPoint presentations. These files can be difficult to use on other operating systems, but they're great for sharing and editing with fellow Office users.
Conclusion
There's a lot to know about digital file types and how they work together. Keep this guide handy as you navigate your own files and compress, convert, and organize them.
If you need help along the way, contact us to get started with managed print services.