Now that you’ve decided to invest in document scanning, which file type do you need to make sure that all your documents are created in the highest quality to communicate with clients and teams?
Have you ever emailed photos to an official contact, but the contact never got them due to the images exceeding the megabyte limit? Or have you ever sent your colleague a photo or graphic attachment that clogged up their email account?
These problems are common if you have decided to try out document scanning services in Dubai and Abu Dhabi. However, you can easily avoid them if you learn about all the file formats and decide which one is best for you.
Read our guide to various file formats and tricks to getting them right.
Print them out in PDFs
The Portable Document Format (PDFs) is the true staple of a workplace and still the ultimate choice for text documents. It’s an easy way to share documents without any complications
When you scan documents into PDFs, you have to compress them, especially if the PDF is lengthy and contains coloured images. It might face rejection at the receiver’s end if it crosses a size limit. When you compress a PDF, you will not face a dip in quality if you use a top-model printer or try out digital printing services in Dubai or Abu Dhabi.
Scan them in the OCR format
Take advantage of OCR (Optical Character Recognition) to scan the characters in your PDF document so that you can edit the text later and search for particular words and phrases. Convert your scanned images into text and import your scanned documents into a document management system.
This means you can turn your physical file cabinet into an electronic document archive, create a library and eliminate paper filing. OCR helps you repurpose the text later and is perfect for people who work with documents regularly needing revision, such as budgets.
Try out OOOXML and XPS
An OOOXML is a file format developed by Microsoft for making documents, spreadsheets, and charts, and is sometimes used for presentations. XPS is similar to a PDF and is another scanning format. XML is a human-readable format, even by novices, and is completely compatible with Java. It is extendable and 100% portable.
Rely on the trusty JPEG
Scanning photos has become a part of our daily lives, and when it comes to photos, Joint Photographic Experts Group (JPEG) is the most popular. The main reason for its popularity is its relatively small file size.
Set a quality level with JPEG, because the files use lossy compression, which eliminates colour details and thus might reduce the image quality slightly. If your image contains text, then perhaps a JPEG is not the best choice, as the image might blur. Use the JPEG format only with bright colours and an array of photos and images.
Contact CADReprographics LLC to take advantage of our document scanning services in Abu Dhabi and Dubai at our website cadreprographics.com. If you want to purchase a document scanner for your office, check out offers.cadreprographics.com.
