TIFF, PDF, or JPEG? Choosing the Best Format for Your Scanned Documents

Maryna Farrell
Sep 29
4 min read

When you’re digitising important records — whether architectural drawings, medical files, legal bundles, or financial archives — the end result matters as much as the scanning process itself. One of the most common questions clients ask us at MDSS is: “What’s the best file format for my scanned documents?”

The answer isn’t the same for everyone. TIFF, PDF, and JPEG each have strengths and limitations. The key is understanding which format best suits your needs for storage, accessibility, and compliance.

TIFF: The Gold Standard for Archival

TIFF (Tagged Image File Format) is a lossless format. That means no image data is thrown away during compression, so your scans are preserved at the highest possible quality.

When TIFF makes sense:

Archival storage – Perfect for records you need to preserve long-term, like engineering drawings, maps, or contracts with strict retention policies.
Compliance-heavy sectors – Legal, healthcare, and government organisations often favour TIFF because it’s trusted for accuracy and completeness.
Technical detail – If your files contain fine details (A1 plans, microfilm conversions, or complex diagrams), TIFF ensures clarity is never compromised.

Things to consider:

File size: TIFFs can be very large, which makes them less convenient for quick sharing.
Software: Not every user has the right software to view TIFF files easily.

At MDSS, we often recommend TIFF when accuracy and long-term preservation are top

priorities. Our high-resolution scanners ensure every detail is captured clearly.

PDF: The Flexible All-Rounder

PDF (Portable Document Format) is by far the most popular choice for most scanning projects. It strikes a balance between accessibility and functionality — and can be enhanced with OCR (Optical Character Recognition), which makes documents fully searchable.

When PDF makes sense:

Everyday access – PDFs are easy to open on any device without special software.
Searchability – OCR turns your scans into searchable files, meaning you can find keywords, phrases, or dates instantly.
Multi-page documents – PDFs can store hundreds of pages in one file, making them ideal for case files, HR records, or medical notes.
Sharing and collaboration – PDFs are lightweight compared to TIFF and widely accepted across industries.

Things to consider:

While PDF is secure and practical, it isn’t always the first choice for long-term archival. If permanent retention is required, TIFF may still be the better format.

For many of our clients at MDSS — from solicitors digitising case bundles to hospitals scanning patient records — PDF is the perfect solution. It combines usability, compliance, and efficiency.

JPEG: Best for Quick Viewing, Not Archiving

JPEG (Joint Photographic Experts Group) is a compressed file format. Unlike TIFF, it uses lossy compression, which means some data is discarded to make the file size smaller.

When JPEG makes sense:

Quick viewing – Ideal if you just need images for reference or presentations.
Email and web use – Small file sizes make JPEGs easy to share and upload.
Non-critical documents – Suitable for informal use where perfect reproduction isn’t essential.

Things to consider:

Loss of quality: Every time a JPEG is edited and resaved, image quality degrades further.
Not suitable for compliance: If you’re dealing with medical, legal, or financial records, JPEG simply doesn’t meet professional or regulatory standards.

At MDSS, we rarely recommend JPEG for official digitisation projects. It has its place — but for business-critical records, TIFF or PDF are safer choices.

How to Decide: Ask Yourself These Questions

When choosing a file format, consider:

What’s the purpose of the scan?
- Long-term archive → TIFF
- Day-to-day access → PDF
- Quick viewing or web use → JPEG
Do you need search functionality?
- Yes → PDF with OCR
- No → TIFF may still be best
What are your compliance requirements?
- Legal, financial, healthcare, or public sector often require lossless formats and traceability.
How will the files be shared?
- Internal teams and frequent access → PDF
- External partners with specialist needs → TIFF

How MDSS Helps

Every scanning project is different — and so are the output requirements. That’s why we don’t take a one-size-fits-all approach. At MDSS, we work with clients to:

Understand their needs – Whether it’s 25 boxes of legal files, A1 engineering drawings, or historic microfiche, we identify the right format for the job.
Provide flexible outputs – TIFF, PDF, or JPEG, with options for OCR and indexing.
Deliver securely – Files can be provided via encrypted online transfer (like Dropbox or secure portals), or on physical media if required.
Ensure compliance – Every stage of the process meets strict data protection standards.

Final Thought

The file format you choose can make the difference between a system that works for you — and one that holds you back. TIFF preserves every detail, PDF makes your files practical and searchable, and JPEG keeps things light and fast.

At MDSS, our role is to help you make the right choice for your organisation. If you’re ready to digitise your records, we’ll make sure your files are scanned, indexed, and delivered in the format that best fits your goals.