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 keep up with the ever changing formats by which information is composed. The wide variety of creator applications available today produces workflow and business processing challenges for organizations – even way more for large 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 used and why?
PDF, TIFF and JPEG are three file formats frequently found 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 next factors should be taken under consideration when it comes to what file formats should be used, and when: image to pdf
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. The JPEG image compression format (used primarily because it’s browser supported) is really a lossy format, meaning that some quality is lost once the file is compressed, which is often 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 actually more often 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 by 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 tend to be smaller sized and therefore usually require merely a fraction of the memory space of respective TIFF files, often with better quality. The smaller 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 makes 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 does not 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 – and so the format isn’t helpful for Website pages – 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 can look exactly the same on both PCs and Macs – possibly eliminating the need 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 another hand, has a sophisticated security system, which is often used to create document access passwords, or restrict usage.
PDF to TIFF and PDF to JPEG – to Convert or Never to 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 required for document storage, while companies commonly use the JPEG image file compression for storage and Web compatibility for color image files. Additionally, PDF is more versatile in so it works extremely well to store JPEG images and searchable text within the document as well.
Another good format alternative for JPEG to display documents in a browser is Portable Network Graphics Format (PNG). PNG was designed to restore the older GIF format, and is advantageous because it utilizes lossless compression, meaning no image data is lost when saving or viewing the image. (We’ll enter increased detail about PNG, and other file formats, in future articles.)