What file format should I use for scanned records?

Choosing a file format for scanned records is a preservation decision, not just a technical one. The goal is a file that stays readable and authentic for the full length of the record’s retention period, which may run for decades or permanently.

Match the Format to Retention

A practical rule is to scale format quality to how long you must keep the record.

• Short-term records (a few years): Common, well-supported formats such as searchable PDF or PDF/A are usually sufficient.
• Long-term and permanent records: Use open, standardized, widely adopted formats designed for longevity. Avoid proprietary formats that may become unreadable as software changes.

Recommended Formats

For most office and administrative records, PDF/A is a strong default. It is an ISO-standardized, self-contained variant of PDF built specifically for archiving: fonts are embedded, external dependencies are removed, and it supports searchable text through OCR.

For high-value images, photographs, maps, and material destined for long-term archives, an uncompressed or losslessly compressed master in TIFF is widely accepted as a preservation master. You can then derive access copies (such as PDF or JPEG) for day-to-day use while keeping the master untouched.

Key Principles

Regardless of format, sound digitization practice includes:

• Capture quality: Scan at a resolution and bit depth appropriate to the source so detail and legibility are preserved. National guidelines such as those from FADGI define resolution and quality targets by material type.
• OCR for searchability: Apply optical character recognition so text documents are full-text searchable and accessible.
• Metadata: Record descriptive, administrative, and technical metadata so the file remains identifiable, authentic, and properly linked to its retention schedule.
• Open standards: Prefer non-proprietary, openly documented formats to reduce the risk of obsolescence.
• Verification: Confirm that scans are complete and legible, and that the digital copy faithfully represents the original before disposing of source paper under an approved policy.

Confirm Legal Acceptance

Before relying on digitized copies as the official record and destroying originals, verify that your organization’s records policy and any applicable regulatory requirements permit it. Some records must be retained in their original form.

For more on imaging standards and workflow planning, see the digitization and imaging topic hub.