This ISO standard defines a standard format (PDF/A-1) for the long-term archiving of electronic documents and is based on the PDF Reference Version 1.4 from Adobe Systems Inc. (PDF 1.4 is largely equivalent to the functionality implemented in Adobe Acrobat 5). Would you like to learn more about the future development of PDF/A?
All business processes that require documents that are secure and can be reproduced should align themselves to the new PDF/A standard. Three scenarios highlight the fact that missing standards may lead to considerable restrictions in day-to-day operations. Wouldn’t you like to learn more?
Metadata is the glue that holds our world and processes together but its often cumbersome to deal with. Even within business, metadata is often not seen as a separate area of investment that allows budget and resources be assigned to it. Metadata is not a feature in itself but it enables features and allows workflows to connect to each other. Are you familiar with the benefits and concerns of metadata?
Office files and all other electronic documents that the hospital, care facility or medical practice create themselves or receive via e-mail can be converted easily and securely into PDF/A using a PDF printer. In doing so, fonts are embedded or, optionally, only those characters that are actually used. As a result, the files fulfill the ISO specifications for long-term archiving to PDF/A.
E-business, typically involves a high volume of communication in the form of offers, invoices, order confirmation, performance reports, policies or bank statements. While the volume of individual, physical documents continues to fall in almost all countries, the percentage of electronic documents distributed as e-mail or via web portals increases disproportionately. When these documents have to be facsimiles of the original paper form there is no getting around PDF and as a consequence PDF/A.
Many cultural institutions (scientific and public libraries as well as state, private and ecclesiastic archives) are digitizing valuable cultural assets such as books, prints and maps, in order to preserve the historic originals and to securely store them in the most optimal environmental conditions. In addition, the approach is to digitalize these originals in a high quality and resolution, or, in the best case, the highest quality and resolution according to the current technical stateincreasingly using PDF/A. Would you like to learn more about the advantages of PDF/A?
There are many advantages to archiving documents and data from digital sources into PDF/A. The source applications are rapidly being developed further. As a result of this, after only a few years, the readability and the authentic display of data can no longer be guaranteed. Furthermore, a company must maintain all of the applications that are used and all of the platforms on which they operate. This incurs considerable costs. Even for documents and files that are created digitally, PDF/A is an excellent choice for long-term archiving and comes with great advantages with regard to uniformity, searchability and cost-effectiveness.
PDF/A documents are not only generated from digital sources a large percentage of documents are created from scanned hard copies received by mail or from files that are being converted to digital form. In such cases, the company has no access to the original files, and the documents that need to be converted into electronic documents are merely paper copies. PDF/A is preferable to other electronic formats because it is an ISO standard and a target format that provides a range of benefits with regard to archiving and reusing content.
The legal requirements for archiving business documents are increasing the need to also archive e-mail correspondence. This raises the question of which archiving format is most suited for the long-term archiving of e-mails. The PDF/A-1 standard also opens up new possibilities for using a uniform long-term format that contains the document character of an e-mail, can be searched for full text and, at the same time, can contain important metadata. A concept for converting e-mails to PDF/A documents is introduced and particular attention is paid to the process of handling file attachments.
Topics include hurdles when migrating archives, transparency and troubleshooting for printing old PDF files. Also, an archive migration is nothing other that a second archiving of objects in fast-motion. It is foreseeable that current developments will unavoidably lead to extremely higher costs and effort for retaining information and documents. The implementation of PDF/A as an archiving format, and not only a good PDF in version XY, has therefore become an absolute deciding factor for long-term investment protection. Wouldn’t you like to learn more?