What is the best format for scanned documents?

The most appropriate format depends on the document being scanned. For example, JPEG is good for colourful images whereas PDF is the best choice for text files and forms. We offer many different file formats, including PDF Searchable which allows you to search documents for words or phrases. Read on to find out more.

To help you decide which file format you would like us to scan your documents to here is a summary of each one we offer:

What is a PDF file?

Normal PDF: The most common type of PDF, used for storing Word/ text documents. It will show the full text on the page and produce a close copy of the original whilst still being a relatively small file.

Image only PDF: This is a PDF created from scanning in images. These files will not contain any searchable text but still be a true representation of the original, showing images in a PDF ‘wrapper’.

Searchable PDF: If you prefer to have your documents converted into a fully text searchable format, then we can offer OCR Processing. This can be particularly useful when trying to track down specific documents, which once processed will be searchable by both their text and data.

What is a JPEG (JPG) file?

JPG is the most commonly used image file format. Digital cameras and web pages normally use JPG files – because JPG compresses the data into a smaller file- ideal for document storage. However, during the compression process, some of the quality is lost so this may not be the best option if you want to store high quality images.

What is a TIFF file?

A TIFF file is designed to store images and is considered to be the highest quality format for commercial work as the compression stage is ‘lossless’. That said, TIFF files are not always compatible with viewers and other software and a PDF format may have more options available, such as indexing.

At Topwood, we specialise in bulk scanning of documents and images as well as regular scan-on-demand services. We often combine our storage services with out scan on demand service through the indexing of archiving at file and box level. Customers can then request a file to be scanned on demand and sent electornically to the customer. This saves the hassle of delivering the file if a scanned copy is sufficient.

Alternatively bulk scanning offers customers the ability to covert their hard copies into electronic documents and moves them towards the first step of a paperless office. Visit our scanning pages to see what we can offer. Or contact us through our contact form.

Try our scanning cost calculator or enquire about our scanning services through our contact form.

How do I access my scanned documents?

There are several options: We can give them to you on an encrypted CD, DVD or USB. Alternatively, you can use our web-based system for instant access wherever you are.

Your scanned materials can be supplied in various formats such as CD, DVD or USB. It is common practice for Topwood to encrypt all data with 128 bit encryption.

Alternatively you may chose to use our cloud based service which offers secure and instant access to scanned images. It works like a ‘Virtual Vault’ and is available 24/7 from anywhere in the world.

Having had suitable time to review and approve all of your disks, you can choose to either have your paper documents returned to your premises or you can ask us to store them for you for another agreed amount of time. Alternatively, we can shred them and completely destroy them at our secure premises.

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