The best scanning format depends on what you want to do next. Reading a report, finding a word inside an archive and placing a scanned image in a design are different tasks. Explaining that purpose is more useful than asking for the highest possible setting without knowing why.

Document Scanning Company offers document scanning and large-format scanning for Greater London and surrounding areas. Here is how to discuss file formats when requesting a quote.

PDF: keep a document together

PDF is a practical choice when several pages belong to one document. It can keep a report, letter and attachments in a single file that is easy to share and read. The scanned pages may simply be images inside the PDF; the file extension alone does not tell you whether the text is searchable.

Ask how pages will be grouped. One PDF per folder and one PDF per individual document produce very different archives. If your files contain mixed page sizes, explain whether preserving those sizes is important.

Searchable PDF: add a text layer

A searchable PDF includes recognised text alongside the page image. This usually involves optical character recognition, or OCR: software attempts to read printed characters from the scan. The text layer can help you find words without opening and reading every page manually.

OCR is not the same as a checked transcription. Handwriting, faint copies, stamps, unusual layouts and small print can produce mistakes. Ask whether OCR is included, which languages are supported and what level of checking is part of the job. Test a representative sample if search accuracy matters to your workflow.

JPEG: an image for each scan

JPEG is widely used for individual images. It may suit a drawing or artwork that needs to be viewed or placed in another document. Unlike a multi-page PDF, a set of JPEGs usually means managing a separate image file for each page.

JPEG compression trades some image detail for a smaller file. Repeatedly resaving an image at reduced quality can make fine detail less clear. Explain whether the result is for screen viewing, sharing or print, especially if it contains fine lines or small annotations.

Word output: discuss editing expectations

If you need to edit the text, ask about Word conversion when requesting your document or book scanning quote. Conversion involves more than making an image of the page. Tables, columns, headers and footnotes may need manual correction after text recognition.

Agree whether you need editable text for reference or a carefully checked layout matching the original. These are different outcomes. A scan should not be assumed to produce a perfectly formatted editable document automatically.

For plans, preserve the information you need

A scanned architectural drawing is an image of the original; a PDF or JPEG does not automatically become an editable CAD drawing. If measurements matter, explain the intended use and ask how scale will be handled and checked. Do not rely on dimensions taken from a resized screen image.

Our A0–A3 scanning guide helps you identify the size and describe the condition of your plans or artwork before requesting a quotation.

What should you request?

  • Reading and sharing a multi-page document: discuss PDF and the desired page grouping.
  • Searching an archive by words: ask about searchable PDF, OCR and sample checks.
  • Using an individual scan as an image: discuss JPEG, detail and file size.
  • Editing recognised text: ask about Word output and the correction work required.

Include your intended use, preferred format and a description of the originals in your quote request. Our scanning FAQ covers other preparation and ordering questions.