PDF/arkivering PDF/A. Per Haslev Adobe Systems Danmark Adobe Systems Incorporated. All Rights Reserved.

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1 PDF/arkivering PDF/A Per Haslev Adobe Systems Danmark

2 Key characteristics needed for long-term document preservation Device Independent Can be reliably and consistently rendered without regard to the hardware or software platform Self-contained Contains all resources necessary for rendering Self-documenting Contains its own description Unfettered Absence of technical file protection mechanisms Available Authoritative specification publicly available Adoption Widespread use may be the best deterrent against preservation risk» TIFF?» Native formats?» PDF?» XML?

3 Why Not Archive any PDF? PDF by itself is not suitable as an archival format Can include features incompatible with current archival requirements Encryption Embedded files PDF documents not necessarily self-contained Can depend on system fonts and other content drawn from outside the file Multiple PDF development tools on the market Inconsistency in the file format (all PDFs are not created equal)

4 Why a Standard Version of PDF? Needed to ensure preservation of PDF documents over extended periods of time, and further ensure that PDF documents will be rendered with consistent and predictable results in the future PDF is too powerful and flexible Higher degree of reliability than required by the published specification Compatibility into the future Reliable migration Developed and maintained by an external organization

5 What is PDF/A? Final archiving format - not living documents International Standard specifies the use of the Portable Document Format (PDF) suitable for the long-term preservation of electronic documents. Long term preservation of black and white and color compound documents as electronic data Based on the business and technical needs of governments, regulated industries, corporations, educational institutions and libraries PDF/A does not address specific physical methods of storing these documents such as the media and storage conditions required computer hardware

6 Why PDF/A Matters Lower the cost of your archiving infrastructure Replacing multiple formats with a single format to support Open-standards ensures a variety of platforms can be used Eliminate the overhead of less efficient standards Increase the value of your archived documents Leverage the full-fidelity of PDF and the archive standards of PDF/A to integrate archiving, presentment and external retrieval ISO endorsement secures long-term viability of PDF/A archives Mitigate compliance risks Anticipate potential move towards PDF/A archiving guidelines Provide rapid access to documents for regulatory, legal and law enforcement inquiries Enable retention policies to dispose of qualifying documents

7 PDF/A Specifies Subset of the PDF Reference Version 1.4 Specifies recommended features Specifies required features Specifies prohibited features PDF 1.4 Reference PDF/A

8 How PDF/A differs from PDF Recommended: Persistent, Persistent, device-independent device-independent format format Committee Committee based based development development 3rd 3rd party party solutions solutions Use Use of of metadata metadata Lossless Lossless compression compression Required: Valid Valid structure structure tags tags (PDF/A-1a) (PDF/A-1a) Preserve Preserve the the visual visual appearance appearance (PDF/A-1b) (PDF/A-1b) Embedding Embedding of of all all fonts fonts Annotations Annotations to to be be clearly clearly identifiable identifiable Prohibited: Encryption Encryption and and password password protection protection Embedded Embedded dynamic dynamic objects objects Proprietary Proprietary or or non-embeddable non-embeddable fonts fonts External External links links

9 Some detail of PDF/A Requirements File should be Unambiguous, predictable Self-contained no references Stable presentation (no dynamic action or forms) Uniform file format (header, trailer, no encryption) Device-independent rendering of graphics Embedded fonts, character encoding Transparency prohibited Two levels of conformance 1a Full (e.g. Tagged PDF) 1b Minimal (e.g. not Tagged PDF) Annotations restricted to known annotation types External actions restricted, no dependence on external content Readers not required to act on hyperlinks, but may XMP metadata Adobe XML Metadata Framework Forms based on appearance, not data Only elements of PDF1.4 allowed no extensions

10 Current Status & Timeline Work organized by accredited standards bodies AIIM International (the Association for Information and Image Management) NPES (The Association for Suppliers of Printing, Publishing and Converting Technologies) International Standards Organization (ISO) status Ratified May 2005; final standard published by ISO in September 2005 Working group has started defining next version (to be based on PDF 1.6 reference) Supported by multiple vendors and products: Adobe Acrobat 8, Acrobat 3D, LiveCycle PDF Generator Visioneer - LuraTech - Compart Systemhaus GmbH - PDF Tools AG - PDF/A-1a PDF/A-1b More information:

11 Considerations for Next Versions of PDF/A Based on PDF 1.6 The following specific features are under consideration for inclusion in Part 2 & Part 3 JPEG 2000 image compression More sophisticated digital signature support OpenType fonts 3D graphics Audio/video content Consistency with PDF/X, PDF/E, PDF/UA

12 Get the details Developed and maintained by a recognized standards organization Standard defines: Prohibited features Required features Recommended features Levels of conformance PDF/A-1a PDF/A-1b Go to: or

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