What format do I want my documents in?

Before you select an output format for your documents and decide how you want your digitized files delivered to you, you will need to know what you plan on doing with those documents after scanning.

Output format

If you plan on uploading your scanned images into a document management system, then you will likely want your scanning vendor to return you TIFF documents in a format that allows you to easily upload the documents into your system.

On the other hand, if you plan on putting your documents out on a shared network drive, then you will most likely want your documents in the PDF format, since this format is more familiar to most end users. You will need to decide in advance what the Windows folder structure and file naming convention will be. Both the folders and file names should be based on the index/search values of your documents. Generally, the Windows folder structure should mimic your physical filing system.

Delivery method

Regardless of what you plan on doing with your documents after scanning, your vendor can return your scanned documents on CD or DVD or, alternatively, transfer them to you via FTP. If you do plan on using a document management system, your vendor may also be able to directly upload your documents into that system.