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Susanne Meier

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2022: The last year of paper for records-keeping

NARA (The National Archives and Records Administration) is the final depository for the long-term records generated by all other agencies of the U.S. Federal Government. The agency has a key role in preserving the cultural history of the republic as we …

PDF 2.0 examples now available

The PDF Association is proud to present the first PDF 2.0 example files made available to the public. Created and donated to the PDF Association by Datalogics, this initial set of PDF 2.0 examples were crafted by hand and intentionally made simple in construction to serve as teaching tools for learning PDF file structure and syntax.

PDF 2.0 interops help vendors

The PDF 2.0 interop workshops included many vendors with products for creating, editing and processing PDF files. They came together in Boston, Massachusetts for a couple of days to test their own software against 3rd party files.

PDF Days Europe underscores the importance of PDF as a key component of business processes

2017 marks a record number of attendees / Experts shared fully-grounded wisdom on PDF standards across the two-day event Berlin. With over 200 attendees, this year’s PDF Days Europe in Berlin was a significant success with the largest attendance of any …

Slides and video recordings of the PDF Days Europe 2017

About 35 informative sessions across a wide range of topics, including the next-generation PDF project. Within the video frames you can use the red “play” button to get a short impression of the talk or can enjoy the high resolution version by clicking …

Output Management for SAP and PDF/A

SAP’s product range includes a powerful document management system (DMS). Its wide range of structuring options bring order to document-based business processes. Additional features are required, however, in order to ensure files meet certain quality standards (e.g. compliance with the PDF/A standard for long-term reproducibility.) The life cycle of a document is surrounded by a host of demands and corresponding solutions.

Business processes often result in large numbers of documents being stored in many different formats. However, not every format will remain stable over long periods of time. This is why, when first adding files to your SAP DMS which will remain relevant for long periods of time, it is essential to check whether these files comply with the PDF/A standard – and to modify them accordingly, if necessary. Other types of documents can be put through the same process later on – at the point of publication, for example.

“Living” documents – those which will continue to be processed over a given period of time – should be converted to a long-term format at the point of publication. The process can be triggered by a change in status or by an SAP workflow. SAP offers standard interfaces for handing files over to an external conversion system. Such a system will be able to convert standard graphical, printing or plotting formats to PDF/A, as well as Office, publishing and CAD files. If the SAP system requires a file to be converted to PDF/A and no standard interface is available, the external conversion solution will also offer a web service providing the same functionality.

Many paper-based documents leave the SAP system after only having been created at the point of printing (using data held by the system). SAP has an integrated form system for this purpose, but it lacks the ability to create a PDF/A file instead of (or as well as) the printed output – a feature which is sorely needed for applications such as invoicing. This need is met by integrating another system with the SAP printing process, diverting the print data stream where appropriate and instructing a separate server to prepare a PDF/A file. The finished PDF/A can then be returned to its original context, allowing the entire business process to be archived.

Johannes Hesel, board member, SEAL Systems AG, summarized the situation: “Many documents need to remain reproducible within SAP environments for long periods of time. External tools supporting PDF standards are needed to meet this goal.”

Categories: PDF/A