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Shawna McAlearney

Shawna McAlearney is the Marketing Specialist for Appligent Document Solutions.
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PDF/A Competence Center Newsletter: Issue 5


Table of Contents

  • Current News:
    • Pre-DMS Seminar
    • DMS Expo 2008
    • PDF/A in Mass-Output
  • PDF/A Competence Center Members Introduce Themselves:
    • Compart Systemhaus GmbH
  • New Members

 

 

 

 

Harald Grumser

Dear PDF/A Community,

One of the most important events of the year for the PDF/A Competence Center is beginning in a couple of weeks with the DMS Expo 2008 in Cologne. Since the DMS is the most significant trade fair for German-speaking areas and in the European region, with document archiving as a central theme, it is also a prominent event for the PDF/A Competence Center as protagonist of the long-term archiving standard.

The PDF/A community stand will be one of the largest exhibition booths at the fair. 14 members are participating and will be on hand to answer questions about PDF/A and to give product demonstrations. Together with a PDF/A forum, where a daily program of 13 presentations from exhibitors and sponsors is being offered, this joint stand will most certainly again be one of the largest crowd magnets at the DMS.

For those who want to delve deeper into the material or would like to obtain a better overview of the most important issues concerning PDF/A, I can strongly recommend another event that lies dear to me: the PDF/A Competence Center, as in the previous two years, is again conducting a pre-DMS seminar on the afternoon before the expo begins. The seminar has been organized by the members of the executive committee and offers PDF/A knowledge in a concentrated form – a 4 hour compact seminar with some of the most prominent PDF/A experts and an excellent warm-up to one of the main themes of the fair. We look forward to your seeing you there!

Harald Grumser
Executive Committee Member
PDF/A Competence Center

CURRENT NEWS

Pre-DMS Seminar

On September 8th, the day before the DMS Expo 2008 begins, the PDF/A Competence Center will conduct a PDF/A seminar in the Leonardo Hotel in Cologne (near the Cologne fairs grounds) from 13:30 till 17:30. Please note: this seminar will be conducted in German.

Numerous PDF/A experts will speak at the seminar, providing information to questions about what PDF/A is and where it came from, what advantages PDF/A offers, what documents can be archived in PDF/A, and what the difference is between PDF/A-1a, PDF/A-1b, and PDF/A-2. The following presentations are on the program: “Document formats for long-term archiving”, “An overview of the PDF/A standard”, “PDF/A workflow and electronic signatures”, “Metadata in PDF/A”, “PDF/A for scanned and input documents”, and “PDF/A for e-mail and digitally created documents”.

More details about the program and a registration from can be found in the Seminar Flyer (German only).

DMS Expo 2008

Following our successful premiere last year, the PDF/A Competence Center will again be presenting itself to visitors of Europe’s leading trade fair for document and enterprise content management with a large association stand at the DMS Expo 2008. From September 9 to 11, 14 members will be in Hall 7, Stand I 058/G 059 to demonstrate their services and product portfolios dealing with the PDF/A format, and will happily answer questions from interested attendees.

The following companies are exhibitors and your point of reference for questions about the ISO standard:

  • Adobe Systems
  • callas software
  • Cartago Software
  • Compart Systemhaus
  • DETEC Decision Technology
  • Global Graphics
  • icon Systemhaus
  • intarsys consulting
  • Janich & Klass
  • LRS Levi, Ray & Shoup
  • Luratech Europe
  • PDFlib
  • PDF Tools
  • Seal Systems.

In addition, OpenLiMiT is represented as a logo partner at the booth.

As an added service, the PDF/A Competence Center has organized a forum at the booth for presentations dealing with PDF/A. There is a full program of presentations on all three days of the fair, with 13 of the exhibitors taking part:

10:00 The PDF/A standard: Introduction, uses and application of PDF/A
Volkmar Kluge (DETEC Decision Technology Software GmbH)
10:30 PDF/A with Acrobat 9 and LiveCycle PDF Generator ES
Ulrich Isermeyer (Adobe Systems GmbH)
11:00 Modern business processes – from digital in-boxes through to archiving
Alexander Keyserlingk (OPENLiMiT SignCubes AG)
11:30 PDF/A for scanned documents
Thomas Zellmann (Luratech Europe GmbH)
12:00 Archiving all of your PDF files in PDF/A format
Olaf Drümmer (callas software GmbH)
12:30 Creating identical business documents from online and offline processes.
Uwe Seltmann (icon Systemhaus GmbH)
13:00 Archiving emails and digitally created documents in PDF/A
Dr. Hans Bärfuss (PDF Tools AG)
13:30 Interactive correspondence and document action – live
Manuel Niemeyer (Cartago Software GmbH)
14:00 PDF/A for CAD, PDM and Co
Dr. Uwe Wächter (SEAL Systems AG)
14:30 PDF/A and Metadata
Stephan Mühlstrasser (PDFlib GmbH)
15:00 PDF/A for outgoing mail
Dr. Werner Broermann (Compart Systemhaus GmbH)
15:30 Output Management – much more than just printing
Alfred Messing (Levi, Ray & Shoup, Inc.)
16:00 PDF/A and electronic signatures
Dr. Bernd Wild (intarsys Consulting GmbH)

A survey will again be conducted to determine how far PDF/A has come as a topic in the minds of companies and individuals. Everyone taking part in the survey has an opportunity to win an attractive prize.

And with a Happy Hour at 17:00 for exhibitors and visitors alike, there will be plenty of opportunity to round out your day with an exchange of ideas and thoughts.

Download: Booth flyer with program and exhibitors (German only)

DMS Expo: www.dmsexpo.com

PDF/A in Mass-Output

If you’re dealing with mass-output in output management, you talking about enormous volumes of documents that are being generated from specifically designed applications. For example, a telecommunications provider creates millions of itemized bills every month with help of an individual application, or a large corporation uses the HR-module of the SAP system to generate thousands of pay slips for their employees.

With such volumes it is clear that, due to the enormous multiplication factor, the issue of how large an individual document is can have drastic consequences on memory, archiving etc. In this respect, the people responsible for these processes have always considered how to best manage the information that is redundant in all of the documents in order to save on space.

The requirement of the PDF/A standard to embed all fonts, including standard fonts, is a constant source of discussion with respect to archiving documents. This situation will not change with the next version PDF/A-2. Whereas a single document of one or two pages without font resources may only be 10 KB large, the awkward embedding of a single font could mean over 100 KB of additional space. With tens of thousands, or even millions of documents, the total memory space needed in the archive could grow exponentially.

In order to avoid such large masses in the archive, there are a number of measures that can be taken to limit the size of a document:

  1. Converting the documents into TIFF format, which many companies until recently did (or still do), is certainly not the ideal way. This form of rasterizing the output documents not only completely eliminates all of the structure information contained in the documents like text, the files are generally considerably larger than saving the individual documents in PDF/A format with intelligent embedded fonts.
  2. Embedded fonts can be minimized by only embedding those characters that are actually used in the document. This so-called subsetting technique (creating a font sub-group) is also supported by PDF/A and can noticeably reduce the size of a font resource.
  3. Appropriate compression algorithms should be used which, when correctly applied, can significantly reduce the amount of memory needed, especially with images.
  4. If you have several images, uniform and suitable colour profiles can also save a lot of space.
  5. Recurring resources like overlays (e.g. the elements of a piece of stationary), images (e.g. logos or scanned signatures) or fonts (and font subsets) that are used in a document file should not be repeated every time they are used, but rather should be specified only once in the file and referred to when they reoccur in other locations. This type of resource management is supported by virtually all conventional document formats.

If you have a large number of similar documents that each use the same resources, you can save a lot of space by combining the individual documents into one large file and archiving just the combined file. This way you can ensure that the resources are saved only once for the entire batch of documents, and not in each individual file. The amount of space saved can quickly be greater than ten times the final file size, depending on the structure of the documents of course. This requires good resource management in the archive; one that can also correctly administer different versions of the resources. Some archives have these features integrated into them, other can be upgraded with additional products. A few archives have been productively using this technique for several years. It can be applied with different formats, including PDF and PDF/A. When a document is retrieved, it is extracted from the combined file and transferred to the viewing client. Provided you are using the right product, this process can take mere milliseconds, in other words it is insignificant with respect to response time.

An enormous amount of memory space can be saved using this technique. It is important to ensure though, that the document delivered from the archive to the user or customer is PDF/A compliant!

PDF/A COMPETENCE CENTER MEMBERS PRESENT THEMSELVES:

Compart Systemhaus GmbH

By Harald Grumser, President Compart Systemhaus GmbH
Compart Systemhaus GmbH is one of the founding members of the PDF/A Competence Center. As a supplier of software solutions primarily in the area of output management, our efforts in the executive committee are especially focused on the conversion and manipulation of documents using PDF/A as the output or target format, and in most cases with output documents that are created by third party applications. Based on a platform-independent generic document model, products have been developed that allow data streams to be processed in virtually every means necessary for archiving and output management. Using the DocBridge family of products, documents and batches of documents in various formats can be:

  • converted
  • restructured (e.g. split, grouped, merged and filtered)
  • classified and indexed
  • data extracted
  • changed (e.g. text inserted or removed, page sizes adjusted)
  • optimized (e.g. released for data processing, optimized for post, grouped for tracking, bundled, multi-channel processed, control of attachments) and
    viewed.

The following formats, amongst others, are supported: AFP/MO:DCA, AFP Mixed Mode, PDF, PCL, SAP ALF and OTF, HTML, XML, XPS, SVG, IPDS, IJPDS, Metacode/DJDE, LCDS/DJDE, Linemode, PostScript, RTF, and the most common raster formats like TIFF, JPEG, GIF etc. Application formats like Word can be converted into the desired target format using an application renderer that was designed by Compart. Compart has tailored their products through high integration and operating system autonomy to provide high rendering quality, performance and platform independence. Practically all common operating systems are supported, from Windows 2000, through diverse UNIX derivatives, to z/OS in the mainframe segment.

Compart products are used by middle- to large-sized companies in all sectors. Their implementation and maintenance are guaranteed through an encompassing range of consulting services, project management and support services offered by their daughter companies Compart Germany GmbH, Compart Iberia S.L., Compart North America Inc. as well as numerous partners.

More information about Compart Systemhaus GmbH can be found at: www.compart.net

NEW MEMBERS IN THE PDF/A COMPETENCE CENTER

We welcome the following companies as members in the PDF/A Competence Center:

  • Intellidoc srl, Italy
  • Cartago Software, Germany
  • MIRA Consulting GmbH, Germany
  • Verlag für Standesamtswesen GmbH, Germany

Tags: DMS Expo, metadata, scanned documents
Categories: Archives & Libraries, PDF/A, PDF/VT