What File Formats Are Best for Scanned Documents? PDF, TIFF, JPEG Explained

By: USA IMAGING, Inc.

When scanning paper documents or photos, choosing the right file format matters just as much as resolution or equipment.

Each format—PDF, TIFF, and JPEG—offers different strengths depending on how you plan to store, share, search, or archive your files. Some are ideal for long-term preservation. Others are perfect for email or quick access.

Here’s a side-by-side breakdown to help you decide what’s best for your needs.

📄 PDF – The Most Versatile Format

Best For: Multi-page documents, searchable text, business use

Pros:

• Supports multi-page files (e.g., contracts, reports)

• Can include OCR for searchable text

• Easy to open on any device without special software

• Small file size when compressed

Cons:

• Not ideal for photo archiving

• Edits require PDF-specific tools

• Some compression settings can degrade quality

Ideal Uses: Legal files, tax records, HR documents, school records, contracts

🖼️ JPEG – Best for Photos and Casual Use

Best For: Photographs, casual sharing, web use

Pros:

• Small file size—easy to email or upload

• Universally compatible across devices

• Fast to scan and open

Cons:

• Lossy compression: each save can reduce quality

• Not ideal for detailed text or archival purposes

• No multi-page support (one image per file)

Ideal Uses: Family photos, social media sharing, personal albums

🧾 TIFF – The Archival Gold Standard

Best For: Long-term storage, image fidelity, professional archives

Pros:

• Lossless quality—no degradation

• Excellent for both documents and photos

• Widely accepted for archiving and preservation

• Compatible with OCR and metadata embedding

Cons:

• Large file size

• Not as user-friendly for casual users

• Limited mobile or browser support

Ideal Uses: Historical documents, master scans, government or museum archives

🗂️ Side-by-Side Comparison Chart

🔍 What Format Does USA Imaging Recommend?

We tailor the format to your specific needs:

• PDF for searchable business documents

• TIFF for archival projects and high-fidelity records

• JPEG for scanning loose photos or slides

• We also offer file conversions, OCR, and file splitting or merging services

Not sure what you need? We’ll guide you based on your project type, volume, and usage goals.

📞 Need Help Choosing the Right Format?

Whether you’re scanning for compliance, convenience, or preservation—we’ll make sure your files are delivered in the most useful format possible.

Call USA Imaging at (858) 513-6565
Email: [email protected]
or Request a Quote to discuss your scanning project today.