Category Archives: Document Management

So you’ve decided take your office paperless and are going to scan your documents or outsource the project. That’s great! There are lots of things to consider, but one item on the checklist should be which file format you’re going to use to store your scanned documents.

Let’s cover the most common types of file formats used in document scanning and which one may be best for your company.

As a disclaimer: we know that different file formats are good for different uses. This blog post and our opinions reflect our observation and usage from over 25 years in the industry.

PDF: Portable Document Format

PDF files are one of the most common file formats for scanned documents (and just about any kind of electronic document). Adobe designed the format so metadata, which is descriptive information about the file, could be captured from any application. Best of all, most computer users are familiar with the format and how to use them.

PDF is a great choice for your documents because they have built-in optical character recognition (OCR) technology, which means that they can be text searchable. For example, an instruction manual can be searched for specific text or phrases.

Have a relatively small volume of files? Those can be easily and conveniently stored in a PDF format. In fact, most desktop scanners come with software that will enable you to scan, name, and save a file in PDF format.

When to Use PDF:

• If you’re going to scan your documents and just store them on your server or a hard drive
• You only need to scan a low volume of files per day
• If you plan to print any documents
• Your company requires storing archived documents as PDF/A (see below)
• You don’t use document management software
• You don’t have a large volume of files

Pro tip: if you are scanning your documents just to have as an archive, and you don’t plan to edit them or access them often, you may want to save them in a PDF/A format. The PDF/A was created specifically for archiving. The format includes a “profile,” which means that it also stores data about fonts and colors so that the files can be read for years and years to come, regardless of what kind of software or internet browser is popular in the future.

If you’re an insurance company or benefit fund that needs to retain records for 60+ years, you may want to have both PDF and PDF/A copies for your archives.

PDFs can also be saved as:

• PDF/E (for engineering and technical documentation archiving)
• PDF/X (for graphics and printing)

You may also see the PDF options of PDF/UA and PDF/VT. These are standards created for accessibility and variable data printing, respectively.

TIFF: Tagged Image File Format (also seen as TIF)

TIFF files are the other most common file format for scanned documents. These are image files that hold a lot of detail. TIFF files also can compress very well and are commonly used to store scanned business records, patient files, student files, and government records.

If you have a large quantity of files to scan, it’s better to scan in a TIFF format. TIFF files can be efficiently compressed to optimize performance and file size. In addition, files scanned in a single-page TIFF format are compliant with health care privacy guidelines. For example, if you open a 400-page large patient file that is all contained in one PDF file, then you have most likely violated privacy guidelines. Also, the PDF file will be large, take more time to open, and be more susceptible to hackers and other unwanted parties.

As TIFF files can be comprised of single pages, it’s easy to add and subtract pages of documents. For example, if you’re working on an employee’s HR file, it’s easier to add to that file with TIFF images.

When it comes to scanning, one of the reasons that TIFF files are favored over PDFs is because a TIFF file is a true picture of the original document. That true picture preserves the integrity of the document whereas a PDF can be manipulated.

One of the drawbacks of TIFF files is that if you want them to be text searchable, you’ll also have to store a separate text file. However, if you’re working on these files within a document management system, this entire process is pretty seamless.

When to Use TIFF:

• When you’re working with files that need to be added to frequently
• If you primarily work with 200+ page documents
• If you frequently use or plan to implement a document management system
• When you have a large amount of files to convert to digital
• If you plan to annotate or edit your documents after scanning them
• When you’re working with files that must meet certain compliance standards (e.g. HIPAA)

JPEG: Joint Photographic Experts Group (also seen as JPG)

JPEGs are one of the most common image file formats for digital photography and web images, but not usually the best choice for your scanned documents. As images are resized or modified, the quality and data can be lost.

However, if you are scanning something like an archive of old posters or something graphics-heavy, JPEGs might be a great format.

Also, if you are using a content management system to hold all of your files and data, JPGs are perfect for storing logos, marketing assets, backups of website images, and printable collateral.

PNG: Portable Network Graphics

PNGs, like JPEGs, are great for web graphics. Like a JPEG, you may want to use this format for marketing materials and website image backups.

However, as they have a lower resolution than both TIFFs and PDFs, we also don’t recommend the format for scanned documents.

GIF, BMP, DOCX, and Other File Formats

We love a good GIF as much as the next person, but with fewer colors and a lower file quality, they aren’t a good file type for your documents.

BMP is an older file format that’s mostly been replaced by TIFF. You should only consider BMP if your ERP is an old, legacy system. And even then, it’d be better to initially scan as TIFF, make a backup, and then convert a duplicate set of TIFF files to BMP.

DOCX, PPTX, and other Microsoft Office files are good for living documents that require collaboration or updates. They’re not recommended for a historical or archived document that you don’t want changed, or files with personal information.

Again, if you’re going to be using an enterprise content management system for your files, you can store any kind of file in there without concern. Older scanned documents, new digital-born documents, pictures, audio files, and so much more can all be stored in one location.

Should I Use PDF or TIFF for My Scanned Documents?

If you’re still on the fence, take a look at our comparison chart:

Ultimately, the file format you use for document imaging isn’t going to make or break your digital transformation. Consider how your digital files will be stored and accessed, along with any kind of business standards your organization has. And remember: TIFF files can be converted into PDF files and vice versa.

What’s most important is being able to retrieve an image as quickly as possible when you need it. And that usually comes down to the kind of system you’re using.

Storing My Files in a Content Management System

As we mentioned earlier, if you’re using a true content management system for your files, then you can store everything you want in whatever format you want. There’s no need to convert any files unless your business has certain standards for storing documents.

Now here’s a fun fact: many content and document management systems store images in their native format but render (convert) these images to a different format as they are retrieved and viewed. Generally, the user doesn’t even know that this is happening.

There are multiple reasons for this:

• By being stored natively, the original file/image is more secure.
• The viewed/rendered image is now a working copy of the original image. It’s used for a very specialized purpose and safe from hackers and other unwanted sources.
• Displaying an image in a common format enables the viewer to have more functionality. The viewer window can now easily email, annotate, reorder images, add or delete pages from a file, redact, lock, create a new version, print, integrate to an application, sign, download, perform routing, and carry out workflows.

In conclusion: the format of your files should be considered, but the choice is ultimately which format is best for your company, software, compliance and regulations, and the types and volume of documents to be scanned.

Essentially, don’t worry! A successful digitization project does not come down to whether you scan to PDF or TIFF files.

If you have any questions or comments on this article, reach out to us on LinkedIn or Twitter. If you’d like an expert opinion for your scanning project, don’t hesitate to contact us or give us a call at (630) 321-0601.

This post is part of the Datamation Guide to Document Scanning.

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2019-11-05 06:00:56

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So you’ve decided that you want to make your business or organization paperless, or at least want to scan a ton of backfile documents. There are so many great reasons to take your documents digital and the time you’ll get back from automating processes is more than worth the upfront conversion cost.

But now the decision you have to make is if you want to scan all of your backfiles yourself or if you want to have a third-party company do the scanning for you. There are benefits to both ways, which we’re going to cover below.

First, let’s go over outsourced document scanning.

Benefits for Outsourcing Your Document Scanning

1. High Speed Production Scanning Equipment

As a document scanning company’s business is document scanning, they already (or should) have top-of-the-line high speed production scanning equipment. These scanners can process hundreds of pages per minute, which is much fast than the typical desktop scanner.

2. Staff Experienced in Scanning Services

Along with already having equipment, third party scanning companies also already have trained and experienced staff to handle the preparation, scanning, and indexing of your documents. Scanning can start immediately and end faster than if you have to decide on a process and train your own employees.

3. No Need to Buy/Rent Your Own Scanners

As the company already has their own, you will not need to spend hundreds (or even thousands!) of dollars on your own scanning hardware and software.

4. Adequate Space to Process Your Records

A scanning company’s entire office is arranged for how to best prep and scan your documents. You won’t need to find a space in your own office for the scanning.

5. Knowledge of Process and Standards

Not only do they know the best way to convert your documents, they’re going to do it at the highest level of output quality. A scanning company can also advise the best output and storage for your particular needs.

6. Known Costs

When you outsource to a document scanning company, they should provide you with an itemized bill before you sign the contract. This means that you will know exactly how much the project will cost and there won’t be any surprise fees or expenses. Often, organizations that opt to scan themselves don’t realize how much labor time and costs will go into the project.

7. Reduced Down-Time with More Deployable Equipment

You won’t lose any time on your project if equipment breaks or goes down. Companies plan for this in their day-to-day operations and should have contingency plans and backup equipment to keep everything running business as usual.

8. Turnkey Document Management Solutions

If you aren’t entirely sure what you want to do with your new digital files, a document scanning company will have the expertise to recommend (and if you want, setup) a new document management solution for you. A good company will take the time to listen to your organization’s goals and then recommend the right solution from a variety of choices.

Now let’s cover the benefits of keeping your scanning project in-house.

Benefits for In-House/On-Premises Document Scanning

1. Greater Project Control

When you’re in charge of scanning your own documents, you can completely control everything within the scanning project. You can pick your own software, hardware, employees, location—everything! If you decide you need to change something or reprioritize documents, it’s an easy correction to make.

2. Knowledge of Your Organization’s Objectives

Doing the scanning in-house means that you can control input and output according to your organization’s objectives. You will know better than any vendor what’s critical to your company’s success and you can translate that into your scanning project.

3. Ability to Reduce Unnecessary Material

Since you’ll be preparing your own files, you can take a look at the documents and determine if they even need to be scanned. It’s very possible that 40-60% of your documents are older than your retention policy and simply need to be destroyed.

Pro tip: if you don’t have a retention schedule/policy, you really should put one on paper before starting a scanning project. You don’t want to destroy something you may need and you don’t want to scan an unnecessary amount of paper.

4. Possible Lower Cost

Depending on the amount of documents you need to scan, it’s possible that doing it in-house will have a lower price point than outsourcing. That comes from you knowing the documents better than any company, so you would know what may not need to be scanned.

However, be aware of hidden costs. There are a lot of factors to consider (employee time, transportation costs, hardware) so it’s important you get accurate quotes for both scenarios. Remember that any time your employees spend preparing and scanning documents will be lost from other work.

Ultimately, it comes down to your business’ priorities, budget, timeline, and preference as to which scanning method you pick. And no matter which choice you make, the entire process must be closely- and well-managed with multiple points of quality control built in. This will ensure that your final images are readable and usable. Saving money may not be worth it if you end up with poor quality files that you can’t use.

If you have any questions about either choice, you can always contact us or give us a call at (630) 321-0601. We’re happy to support any scanning project that you have in mind!

This post is part of the Datamation Guide to Document Scanning.

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2019-07-31 06:00:58

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When it comes to your organization’s information, we understand that you want to make the right choice for digitizing your records. Not only do you want to make sure that the company you’re working with knows what they’re doing, but you also want to make sure that after the scanning process, your data is easy to read, access, and use.

That’s why Datamation is happy to give you and your business a free sample scanning of your records with a no risk, test drive of our services!

Let us digitize a sample of your paper, microfiche, or blueprints and drawings. Then we’ll upload them to a secure version of the industry-leading document management software, send you a link and login so you can look over your files, and host them at no charge for up to 30 days. It’s a no risk way to get a real feel for the power of imaging.

Here are the benefits of this free sample:

• Observe the final product of your scanning without any cost
• Get hands on experience with how to search your scanned documents
• Navigate through the leading document management system (again, without any cost)
• Test your end product to eliminate any risks and unknowns

And best of all? If you are within the Chicagoland area, we’ll come pick up the sample at no charge.

Now here’s the fine print: you’ll need a significant number of files to take advantage of this free sample.

Ready to go paperless? Give us a call at (630) 321-0601 or fill out the form below for your free scanning sample.

Oops! We could not locate your form.

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2019-01-22 06:00:10

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*Please note that this free Epson scanner offer has ended. But please feel free to browse Epson scanners on our website.

No, you didn’t read that wrong. Businesses can request a free Epson scanner, and subject to limitations on eligibility*, you’ll either receive a free scanner or you’ll be invited to participate in a 30-day evaluation program.

Here are the models you can choose from:

With every scanner listed on this page, you also get a 3-year limited warranty, worry-free reliability, and compatibility with virtually all scanner software.

Not sure what you would do with scanner? With a brand new scanner you can:
● Digitize your receipts, invoices, and other paperwork
● Centralize your personnel files in one location
● Clear out the file room and reclaim more space in your office

Is your 2019 resolution to go paperless but you have way more paper than what a single scanner can handle? Don’t worry—we can still help you out. Check out our Document Scanning Quote Calculator to get a sense of how much your conversion will cost in 30 seconds or less.

Either way, what are you waiting for? Contact us via the form on this page (make sure you put “Free Epson Scanner” in the message) or give us a call at (630) 321-0601 to get the ball rolling. If you’re on a mobile device, call or click here to contact us.

Don’t wait – this deal won’t be around for long!

*Only one scanner per organization. Businesses must have 500+ employees and never purchased an Epson scanner previously to be eligible for a free scanner. Businesses with fewer than 500 employees must have never purchased an Epson scanner previously to be eligible for a free trial.

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2019-01-03 06:00:40

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