Companies really need to look at their short and long term goals of a Document Management System before choosing a file format. If you are having your documents scanned by a vendor and you are planning on uploading scanned images into a Document Management System, then you may need tagged Image File Format (TIFF) Documents that allow for easy uploading. The TIFF format offers compression to generate a controllable image size.
If you are planning on putting your Documents on a Shared Network Drive for distribution inside and outside of your company, then you should want “Searchable” Portable Document Format (PDF) Documents. A PDF file is an exact replica of its paper counterpart and cannot be altered without leaving an Electronic Footprint.
Most people are familiar with PDF documents and multiple users can simultaneously view a PDF document using Adobe Acrobat Reader, which a free software. By using a PDF format, you are assured your electronic documents will not become obsolete because a PDF document created in one platform such as Windows can be read in another platform such as UNIX or Macintosh.
For an Electronic Image to be admissible in a Court of Law, it must be kept in a file format that cannot be altered without leaving an electronic footprint, which the U.S. Federal Government is the largest user of PDF technology.