New documents are constantly being authored, shared, revised and archived, creating a continuing challenge to businesses to steadfastly keep up secure repositories of information, as well as match 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 much more for big enterprises with disparate locations. Converting documents in 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 necessity to convert documents from PDF to TIFF and PDF to JPEG is determined by several issues including information accessibility, data security and file storage and archiving. The next factors should be used into consideration when it comes to what file formats should be utilized, and when: image to pdf
Accessibility & Productivity
Converting documents into universally readable formats increases business process workflow as well as 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 is browser supported) is just a lossy format, and thus some quality is lost when the file is compressed, which may be problematic when 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 often kept as PDF files – because of free readers, the standardization of the format and the preservation of document integrity.
Searchability & Archiving
TIFF is just a raster format and must first be scanned having an OCR engine (optical character recognition) before a report in this format may be searched. PDF is just a more suitable archiving format than TIFF for a number of reasons: PDF files are often more compact and therefore usually require just 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 enables 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 – and so the format isn’t useful for Web 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 will look the exact 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 don’t contain built-in security protocols, so users can only be allowed, or restricted, access to documents. The PDF format on another hand, includes 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 Not to Convert – there is no body answer
As a first faltering step towards electronic document archiving, many organizations implemented TIFF archives – ensuring long-term viability, an established document structure, and a simple to transmit format – but one that’s not easily searchable. Evolving business needs have dictated that the greater functionality of the PDF format is needed 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 that it may be used 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 displace 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 go into greater detail about PNG, and other file formats, in future articles.)