The Most Common File Formats and Compression Types in Document Scanning—And Why They Matter

By: USA IMAGING, Inc.

When it comes to scanning documents for your business, government agency, or personal archive, choosing the right file format and compression method can make all the difference. With countless options out there, it's important to focus on what actually works in the real world—formats that are both commonly used and highly beneficial.

So, let’s cut through the clutter. Below are the top file formats and compression types that are most beneficial—and widely used—in the document imaging industry.

1. PDF (Portable Document Format)

Compression Types Used:

• JPEG (for color images)

• JBIG2 (for black & white text)

• MRC (Mixed Raster Content for advanced layering)

Why It’s Popular:

• Universally readable on any device

• Ideal for multi-page documents

• Great for combining scanned images with OCR text layers

Best Use Cases:

• Client records

• Legal documents

• Business reports

Verdict:
PDF is king for document distribution and daily use. It offers a great balance between quality, file size, and accessibility.

2. TIFF with Group 4 Compression (G4 TIFF)

Compression Type:

• Group 4 (G4) – Lossless, highly efficient for black & white

Why It’s Popular:

• Industry standard for black & white document archiving

• Maintains image clarity with minimal file size

• Supported by legal systems, government records, and engineering firms

Best Use Cases:

• Scanned contracts

• Permits and engineering plans

• Legal discovery documents

Verdict:
G4 TIFF is the gold standard for high-quality B&W documents in long-term archival.

3. JPEG (Joint Photographic Experts Group)

Compression Type:

• JPEG (lossy)

Why It’s Popular:

• Excellent for photographs and full-color scans

• Supported almost everywhere

• Small file size for visual media

Best Use Cases:

• Scanning photographs

• Marketing collateral

• Color brochures and magazines

Verdict:
JPEG is perfect when image size matters and minor quality loss is acceptable. Not ideal for text-heavy documents.

4. TIFF with LZW Compression

Compression Type:

• LZW (lossless)

Why It’s Popular:

• Great for color or grayscale documents that need to be preserved exactly

• Widely supported in enterprise and design software

Best Use Cases:

• Technical manuals

• Color diagrams

• Historical document scanning

Verdict:
Use LZW TIFF when color integrity and compatibility are essential.

Honorable Mentions (Less Common, Still Useful)

Final Thoughts: What Should You Use?

At USA Imaging, Inc., we always recommend file formats that are practical, proven, and compatible with your systems. Whether you’re scanning records for compliance, digitizing old files, or building a searchable archive, we help you choose the best format for your goals.

Need guidance for your next project?
Let our team customize the right digital format strategy for you.