Everything you need to know about PDF/A

When a document containing text and images needs to be shared online, the PDF format is often chosen. The advantage of this format is that the document always looks the same, whether viewed on a phone, tablet, or computer. However, for archival documents, such as personnel or medical records, even stricter requirements apply. These documents must always be displayed exactly the same, regardless of the circumstances. This is why PDF/A was developed.

What is PDF/A?

PDF/A stands for Portable Document Format Archivable and is a specialized variant of the PDF file format. It was specifically developed for the long-term archiving of documents. A PDF/A ensures that a document's appearance remains consistent over time, regardless of changes in systems and technology.

This format is independent of external factors such as fonts, formatting, and multimedia elements, because all necessary data is embedded within the document itself. Additionally, PDF/A is highly suitable for metadata usage, allowing for better classification and easier retrieval of documents.

Unlike a standard PDF file, PDF/A is ISO-standardized and complies with sustainable digital archiving regulations. This guarantees the integrity and authenticity of documents. Once stored in PDF/A format, documents cannot be modified.

Different Versions of PDF/A

There are four different types of PDF/A: PDF/A-1, PDF/A-2, PDF/A-3, and PDF/A-4. These versions have been designed to meet different document archiving needs.

PDF/A-1

PDF/A-1 is the first version developed. This file type is commonly used for documents that need long-term preservation but do not require multimedia content. It mandates embedding fonts, ensuring that text is displayed correctly and is not dependent on external factors.

However, this version has some limitations. It does not support multimedia (audio or video), it does not support transparancy and it lacks the ability to add attachments.

PDF/A-2

PDF/A-2 offers more advanced features. It supports transparency, making it compatible with documents that contain transparent layers or images. Additionally, it uses advanced compression algorithms, reducing file size without loss of quality.

PDF/A-2 also supports OpenType fonts, offering greater flexibility in font selection. Moreover, PDF files can be added as attachments, making it suitable for documents with complex graphics, technical documents, or reports containing diagrams and charts.

PDF/A-3

PDF/A-3 is based on PDF/A-2 but introduces a major enhancement: it allows non-PDF files to be included as attachments. This means Excel and Word files, images, videos, and other formats can be embedded. The downside is that this can significantly increase the file size.

PDF/A-4

PDF/A-4 is the latest version of the PDF/A standard. It offers additional capabilities, making it suitable for a wider range of archiving needs. This version is based on PDF/A-2 but provides enhanced metadata management, making documents easier to index and retrieve. It also introduces a standardized structure for documents and supports digital signatures and timestamps, further strengthening document integrity. Additionally, it supports both TrueType and OpenType fonts, providing more flexibility.

A key difference from PDF/A-3 is that PDF/A-4 does not support attachments. This makes it ideal for simpler documents without the complexity of embedded files. As a result, PDF/A-4 files are generally smaller compared to PDF/A-3.

A-Type vs. B-Type

PDF/A files can be saved as either A-Type or B-Type. These types define the level of document preservation, depending on the required accessibility and searchability.

• A-Type is designed for documents that require both accessibility and searchability and need to be preserved in a structured format over time. This is often the case for documents that must be analyzed or searched, such as reports or text files.
• B-Type is ideal for documents that are meant to remain visually unchanged, such as scanned documents, images, or graphics. In this case, the content itself does not need to be searchable, and the focus is on preserving the visual integrity of the document.

How is PDF/A used in different industries?

PDF/A is used across various industries for different archiving purposes. Here are some examples:

Benefits of using PDF/A files

One of the main advantages of PDF/A files is that they comply with legal and regulatory requirements. They help organizations meet document management regulations, such as GDPR, SOX, and tax laws. PDF/A also ensures document authenticity, as files cannot be modified once saved.

In the long run, PDF/A can be cost-effective, as it simplifies document storage and reduces the risk of errors. The format is resistant to technological changes, ensuring that documents remain readable in the future, even with new software and hardware. Additionally, document integrity makes verification easier during audits. PDF/A files can be encrypted and digitally signed, enhancing security and authenticity. Furthermore, OCR technology enables better document searchability through metadata, making retrieval more efficient.

How can Archive-IT help you?

Archive-IT has all the necessary technologies to produce PDF/A files. In collaboration with you, we assess the legal requirements, the technical capabilities of your software, and your specific digital archiving needs.

Whether you need to convert digital documents to PDF/A or scan paper documents into the appropriate digital archive format – with text extraction if necessary – we have the expertise and tools to make your information future-proof for your digital archive.

Curious about the possibilities? Contact us today!