Several different file types are used when digitizing data. The file type depends on the data to be preserved and how that data will be used. Here are some of major file formats used when digitizing data.
- PDF format is used to archive most documents. PDF is normally a read-only format used for documents that do not change such as receipts, forms, deeds, passports, birth certificates, etc.
- JPG/TIFF/Etc. are image file formats normally used for photos, artwork, etc. These formats allow you to use software, such as Photoshop, to enhance, crop, and edit the images.
- HTML (Hypertext Markup Language) is the universal markup language used by webpages for content and format. Scanned text documents can be converted to HTML using an OCR (Optical Character Recognition) application.
- TXT format is similar to HTML but stores ONLY content and NO formatting.
Choose the proper file type depending on the material to be digitized. Only discard the original material after it has been thoroughly backed-up and archived.