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PDF vs. TIFF, An Evaluation of Document Scanning File Formats
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PDF vs. TIFF, An Evaluation of Document Scanning File Formats

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Evaluate PDF v. TIFF for scanning. Understand document characteristics and the pros and cons of PDF and TIFF based on indexing, search capability, security, archiving color and more. Look at the …

Evaluate PDF v. TIFF for scanning. Understand document characteristics and the pros and cons of PDF and TIFF based on indexing, search capability, security, archiving color and more. Look at the ramifications of file size, legal admissibility and conversion.

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  • 1. PDF v. TIFF a look at file formats for document scanning Copyright ©2014
  • 2. So you’ve decided to implement a document management or search and retrieval system for all your paper documents.
  • 3. You have a lot of decisions to make.
  • 4. PDF JPEG And one of them is, “What file format should I use?”
  • 5. Before you can decide on file format, you have some homework to do.
  • 6. Answer the following:
  • 7. Are the documents… Text-Based Graphic-Based • Office Text Documents • Drawings • Magazines/Journals • Maps • Books • Newspapers • Photographs
  • 8. Are they… Black and White, Bitonal, Grayscale, Color? Stained, torn, aged? Contain Handwritten Notes or Mixed Components?
  • 9. How will I use them… Web: Search, View or Print? Network Search and Retrieve (everyday business use)? Archival (search and retrieval or preservation)?
  • 10. How will my users search for documents?
  • 11. How will my users search for documents? Designated fields such as Invoice No., Customer Name, Date, Patient ID…? or will they need free-form searching on all text?
  • 12. Do I have other considerations? Legal: Admissibility and retention requirements? How long do to keep the file for the users, Retention: legal? Do documents need passwords, restricted Security: usage, changes tracked? Retrieval Limitations: Storage Limitations: Can my users wait milliseconds, seconds, or minutes? How many documents do I have? Is my storage budget limited ? Will I need to convert or present the files in Conversion: another, or multiple formats later.
  • 13. Let’s take a look at PDF v. TIFF the dominant , formats for scanned documents.
  • 14. What is TIFF ? (Tagged Image File Format) • Created by Aldus and Microsoft in 1980’s. Now owned by Adobe. • Developed as a format for scanned images • Most recent version, 6.0 published in 1992 • Universal: Broadly adopted, widely supported by many applications and free viewers, platform independent • Many subtypes representing different compression and color representation schemes Source: National Digital Information Infrastructure and Preservation Program.
  • 15. What is TIFF ? For document scanning purposes, the most notable versions are: TIFF-UNC • Uncompressed, lossless TIFF-G4 TIFF-LZW • Compressed, lossless • Widely deployed in digital libraries and businesses as a master format for bitonal images. • Compressed, lossless • Often deployed for bitonal or color. • Most effective for solid colors (graphics), and less effective for 24-bit photo *Lossless compression discards no information whereas lossy compression allows some degradation in order to achieve smaller file size.
  • 16. What is PDF ? (Portable Document Format) • Created by Adobe over 20 years ago, portions now maintained by ISO • Page-oriented and may contain text, images, graphics, and other multimedia content, such as video and audio • Universal: Broadly adopted, widely supported by many applications and free viewers, platform independent • Many subtypes representing different features • Optionally: hyperlinks, searchable, assistive technology, security features, bookmarks Source: National Digital Information Infrastructure and Preservation Program.
  • 17. What is PDF ? For document scanning purposes, the most notable issues: Searchable Selecting “make searchable”, “apply OCR”, “text-under-image” or “searchable PDF” from your scanning device options creates a “full-text” searchable file by creating a PDF file with two layers, an image layer and a text layer for full-text searching.
  • 18. What is PDF ? For document scanning purposes, the most notable issues: Archive PDF/A , ISO-standard for digital preservation or archiving of electronic documents. It differs by omitting features not necessary for long-term archiving, such as font linking. Growing in international government and industry segments, including legal systems, libraries, newspapers, and regulated industries.
  • 19. Just a quick note on • Used primarily for photographs • Single page • “Lossy” compression • NOT a “document” scanning format JPEG
  • 20. Now let’s take a look at decision points.
  • 21. Indexing and Searchability? TIFF PDF TIFF was designed as a “wrapper for images. Can use simple tags only. To be fully searchable, it needs an OCR process to create a separate text file that can then be searched and indexed. Accommodates basic tags and can support more sophisticated XMLbased metadata with Adobe's Extensible Metadata Platform (XMP). XMP allows you to embed metadata about a file, into the file itself. Some document indexing software packages include this as an option. Full-text searching option is easily supported and native to the file format so unless it is saved as an “image-only” format, it is fully searchable.
  • 22. Adoption/Portability? TIFF PDF Both TIFF and PDF are universal in that they are common output formats of many applications. They also can be accessed and viewed using many different applications. TIFF files are easily integrated into other applications such as Word and PowerPoint as they are “image” based. Both formats are viewable across most if not all operating systems.
  • 23. Longevity/Archiving? TIFF Because of the widespread adoption and plethora of viewers, TIFF is expected to be a viable file format for some time. PDF Because PDF/A format was designed for long term use and has been adopted by many libraries and government groups, PDF/A is the clear winner for archiving situations.
  • 24. Security? TIFF There are no built-in security features. Users can only be allowed or disallowed access to TIFF files. PDF Sophisticated security options. Includes password protection, permissions and restricted use (view, search, print, cut/copy/paste restrictions), watermarking, and encryption.
  • 25. Before we take a look at file size which impacts storage requirements and upload/download speeds, let’s examine the four things that effect file size.
  • 26. Before we take a look at file size which impacts storage requirements and upload/download speeds, let’s examine the four things that effect file size. 1. Scanning Resolution A 300 dpi scan is much smaller than a 600 dpi scan. 2.Color Space Color and grayscale scans are much larger than black and white scans. 3.Physical Dimensions An 8 ½ by 11 page is much smaller than an 11 x 14, all other things being equal. 4.Compression Raw scans can be compressed for a much smaller size and compression technologies compress different types scanned of documents differently. Reference: Adobe: Acrolaw Blog
  • 27. File Size/Upload and Download Speed? TIFF PDF Both TIFF and PDF offer compression technology. Scan your typical documents with a variety of file compression formats to determine the acceptable file size and upload/download speed for your environment.
  • 28. Color, Grayscale, or Black and White? TIFF As mentioned previously, G4 compression files are often used for black and white or bitonal scans. TIFF-LZW is often used for bitonal or color images and is most effective for solid color graphics and less effective for 24-bit photos. PDF PDF files also offer different compression technologies which present options for color space.
  • 29. Color, Grayscale, or Black and White? TIFF As mentioned previously, G4 compression files are often used for black and white or Both TIFF and PDF support bitonal scans. PDF PDF files also offer different compression technologies which present options for grayscale, and black and color space. color, white. Here again, scan your typical documents with a variety of TIFF-LZW is often used for formats to determine the acceptable output. Caution, scanning bitonal a black andor colorfor soliddocument with a color setting, needlessly whiteimages coloris text and most effective creates a large file. graphics and less effective for 24-bit photos.
  • 30. Miscellaneous? TIFF PDF Legal Admissibility: Varies by country. Generally both file types can be admissible as long as the appropriate processes are followed for the rules of evidence for the specific jurisdiction.
  • 31. Miscellaneous? TIFF PDF Legal Admissibility: Varies by country. Generally both file types can be admissible as long as the appropriate processes are followed for the rules of evidence for the specific jurisdiction. Conversion: Both TIFF and PDF files can be converted with readily available tools. This may be important if your scanned files are to be used as “master files. For example, you may need to scan for both archival and web viewing. Because of file size, you may need to copy and convert a large archival file for easy web viewing. Hence the “master file” may need to be converted to another file type later.
  • 32. And the decision l goes to…
  • 33. …maybe both PDF and TIFF as users often have a variety of document types with different requirements.
  • 34. you decide
  • 35. Learn More about Document Imaging and Capture
  • 36. Contact us for more information on: • • • • • • • • • • • • • • • • • • • • By DocuFi Intelligent data capture PDF to TIFF Conversion How to convert PDF and TIFF Files More tutorial information on document management Scanning documents for document management, How to intelligently capture index data from your scans Requirements for document management scanning How to select a document capture or document scanning solution makers of ImageRamp, Using touchscreen scanners such as the Fujitsu ScanSnap as an Document Management intelligent capture solution Batch document scanning solutions Capture Solution and Document Management cost savings Conversion Software PDFTrans EMR data capture Batch Indexing solutions Batch document indexing 30 years’ experience in the Document Imaging Index documents Create a document index Find out more at ImageRamp and Document management index Index from print stream www.docufi.com ECM index Index ECM market. Copyright ©2014
  • 37. Image Credits and References All images are owned or licensed by DocuFi with acknowledgement given to: • • • • • • • • • • • Todd Anderson neurmadic aesthetic, ”Ding” , http://bit.ly/1egCSkU Doug Waldron, “Files (85)”, http://bit.ly/1bfciII Knile Lucy, you have some sorting to do! http://bit.ly/19bSgjFDave Gray Butterbean man, “Decisions”, http://bit.ly/1iqCVSc Ben Schumin, SchuminWeb, “Shelves at Archives II”, http://bit.ly/1iqDD1K Angel Arcones, Freddy The Boy, “Dia 91: Decisiones”, http://bit.ly/1egCSkU MicroAssist “Apples and Oranges”, http://bit.ly/17KPimb AJC1, “Checklists”, http://bit.ly/KDCsgO Russ, russteaches, “2 Big 2 Small”, http://bit.ly/1hODsdL The U.S. Army,” West Point wins collegiate boxing championship”, http://bit.ly/1g4BAA6 Aberdeen Proving Ground, “16th pounds 143rd to win Amateur Boxing Tournament”, http://bit.ly/KLxkH4 Reference /Source Material: • Alternative File Formats for Storing Master Images of Digitisation Projects, National Library of the Netherlands Research & Development Department • Department of Physics, Wake Forest University, • “Sustainability of Digital Formats. Planning for Library of Congress Collectiion” Library of Congress