Files
Files, colour and resolution
A PDF is the usual choice for documents. A searchable PDF also carries the text recognised on the page (OCR), so you can search it; handwriting and faded print are recognised poorly.
| Format | When to choose it |
|---|---|
| One PDF per document. | |
| Searchable PDF | A PDF with the recognised text (OCR), so you can search it. |
| TIFF | Lossless images, common for long-term archives. Large files. |
| JPG | Compressed images; suited to photographs. |
| Colour | When to choose it |
|---|---|
| Black and white | Smallest files; for typed pages. |
| Greyscale | Keeps stamps, pencil and faint print. |
| Colour | For photographs, coloured forms and blue-ink signatures. |
Resolution
200 dpi or 300 dpi
200 dpi reads well on screen. 300 dpi is the usual choice for OCR and printing again. Photographs and plans may need more; ask ZYBERIQ.
File names and folders are agreed before the work starts, so the files fall into the right place on your computer.
| Pattern | Example |
|---|---|
| Batch, unit, type and year | ZQ-2026-0007_U03_INVOICES_2021_0001.pdf |
| Type and year | INVOICES_2021_0001.pdf |
| Unit only | U03_0001.pdf |
Folders
Where the files fall
- Year, then type
- Type, then year
- One folder per unit
Blank backs: when some backs are printed, both sides are scanned and blank pages can be removed. The planner assumes 25 % of the scanned pages are blank unless you change it.
Plan your batch
List the paper, mark its state and send the batch to ZYBERIQ. It is a request, not an order.