PDF/Archive - Preserving Electronic Documents

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This presentation explores the PDF/Archive file format. PDF/A is an open standard, ISO 19005-1.

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PDF/Archive - Preserving Electronic Documents

  1. 1. Betsy Fanning AIIM Director, Standards and Member Services
  2. 2. How has volume of information to manage your organization changed in last 2-3 years? Source: Survey of 535 end users from organizations with 100+ employees, unconnected with AIIM
  3. 3. How important is effective management of electronic records, documents and content to your organization? Source: Survey of 535 end users from organizations with 100+ employees, unconnected with AIIM
  4. 4. <ul><li>Cradle to grave </li></ul><ul><li>PDF like the Rosetta Stone </li></ul><ul><li>Compatibility into future </li></ul><ul><li>Migration </li></ul><ul><li>Independence </li></ul>
  5. 5. <ul><li>TIFF </li></ul><ul><li>XML </li></ul><ul><li>Native File Formats </li></ul><ul><li>PDF </li></ul>
  6. 6. <ul><li>798,000,000 PDF pages on Google </li></ul>
  7. 7. <ul><li>“ Portable Document Format” </li></ul><ul><ul><li>A specification for electronic files representing documents </li></ul></ul>
  8. 8. <ul><li>Portable Document Format </li></ul><ul><ul><li>Widely used world wide </li></ul></ul><ul><ul><ul><li>Business </li></ul></ul></ul><ul><ul><ul><li>Government </li></ul></ul></ul><ul><ul><ul><li>Libraries and archives </li></ul></ul></ul><ul><ul><li>Information must be kept for long periods of time </li></ul></ul><ul><ul><li>Must remain useable and accessible across multiple generations of technology </li></ul></ul>
  9. 9. <ul><li>Reliable consistent viewing and printing </li></ul><ul><li>Mix text, raster images, line art, color </li></ul><ul><li>Basic unit is the page </li></ul><ul><li>Easy navigation, fast access to any page </li></ul><ul><li>Small file size </li></ul><ul><li>Accessibility for vision-impaired </li></ul>
  10. 10. <ul><li>PDF is powerful and flexible </li></ul><ul><li>May be too flexible for some applications </li></ul><ul><li>Need higher degree of reliability </li></ul><ul><li>May want standard in hands of neutral non-commercial body </li></ul>
  11. 11. <ul><li>ISO 19005-1:2005, </li></ul><ul><li>Document management – Electronic document file format for long-term preservation – Part 1: Use of PDF 1.4 (PDF/A-1) </li></ul>
  12. 12. <ul><li>Multi-part ISO International Standard </li></ul><ul><ul><li>ISO 19005-1:2005, Document management – Electronic document file format for long-term preservation – Part 1: Use of PDF 1.4 (PDF/A-1) </li></ul></ul><ul><ul><li>Part 2 (19005-2) intended to bring PDF/A into conformance with ISO 32000 </li></ul></ul><ul><ul><li>And additional future parts, as necessary </li></ul></ul>
  13. 13. <ul><li>PDF/A is a file format standard </li></ul><ul><li>PDF/A is just one component of a comprehensive preservation strategy </li></ul><ul><ul><li>Successful implementation depends upon: </li></ul></ul><ul><ul><ul><li>Records management policies and procedures </li></ul></ul></ul><ul><ul><ul><li>Additional requirements and conditions </li></ul></ul></ul><ul><ul><ul><li>Quality assurance processes </li></ul></ul></ul>
  14. 14. <ul><li>Restricted subset of PDF </li></ul><ul><li>Published by Internationally recognized standards body such as ISO </li></ul><ul><li>Focus on archive needs of governments, corporations, libraries </li></ul>
  15. 15. <ul><li>PDF/A is intended to address three primary issues: </li></ul><ul><ul><li>Define a file format that preserves the static visual appearance of electronic documents over time </li></ul></ul><ul><ul><li>Provide a framework for recording metadata about electronic documents </li></ul></ul><ul><ul><li>Provide a framework for defining the logical structure and semantic properties of electronic documents </li></ul></ul>
  16. 16. <ul><li>Conformance Levels </li></ul><ul><ul><li>PDF/A-1a </li></ul></ul><ul><ul><li>PDF/A-1b </li></ul></ul><ul><li>Technical requirements </li></ul><ul><ul><li>Lay out similar to PDF Reference 1.4 </li></ul></ul><ul><ul><li>Defines required, restricted, prohibited </li></ul></ul><ul><li>Conformance Summary </li></ul><ul><li>Best Practices </li></ul>
  17. 17. <ul><li>PDF/A standard may be used by vendors to: </li></ul><ul><ul><li>Develop applications that read and write and otherwise process PDF/A files </li></ul></ul><ul><li>These applications will be used by organizations to: </li></ul><ul><ul><li>Create and process PDF/A conformant files </li></ul></ul><ul><ul><ul><li>As part of their business processes </li></ul></ul></ul><ul><ul><ul><li>In conjunction with necessary adjunct archival and records management policies and procedures </li></ul></ul></ul>
  18. 18. <ul><li>However… </li></ul><ul><ul><li>PDF/A alone does not guarantee preservation </li></ul></ul><ul><ul><li>PDF/A alone does not guarantee exact replication of source material </li></ul></ul><ul><ul><li>The intent of PDF/A is not to claim that PDF-based solutions are the best way to preserve electronic documents </li></ul></ul><ul><ul><li>But once you have decided to use a PDF-based approach, PDF/A defines an archival profile of PDF that is more amenable to long-term preservation </li></ul></ul>
  19. 19. <ul><li>Adobe Systems owned the copyright on the specifications versions 1.0 – 1.7 </li></ul><ul><li>ISO owns the copyright on the specification – ISO 32000-1 </li></ul><ul><li>No trademark on “Portable Document Format” or “PDF” </li></ul><ul><li>Anyone can implement software using the specification or standard </li></ul>
  20. 20. <ul><li>AIIM, Association for Information and Image Management </li></ul><ul><ul><li>Secretariat to ISO/TC 171 and ISO/TC 171/SC2 </li></ul></ul><ul><ul><li>Secretariat to US Technical Advisory Group (TAG) for ISO/TC 171 </li></ul></ul><ul><li>NPES, The Association for Suppliers of Printing, Publishing, and Converting Technologies </li></ul><ul><ul><li>Secretariat to ANSI Committee for Graphic Arts Technologies Standards (CGATS) </li></ul></ul><ul><ul><li>Secretariat to US TAG for ISO/TC 130 </li></ul></ul><ul><li>Joint sponsors of the initial US PDF/A committee </li></ul>
  21. 21. <ul><li>ISO Joint Working Group (JWG) for PDF/A </li></ul><ul><ul><li>ISO/TC 171/SC 2, Document management applications – Application issues </li></ul></ul><ul><ul><li>ISO/TC 130, Graphic technology </li></ul></ul><ul><ul><li>ISO/TC 46/SC 11, Information and documentation – Archives/records management </li></ul></ul><ul><ul><li>ISO/TC 42, Photography </li></ul></ul>
  22. 22. Date Milestone October 2002 Initial meeting of AIIM/NPES PDF/A committee April 2003 Initial Working Draft (WD) August 2003 New Work Item (NWI) approved and Joint Working Group (JWG) formed December 2003 First Committee Draft (CD) approved September 2004 Second CD approved June 2005 Draft International Standard (DIS) unanimously approved September 2005 Published
  23. 23. <ul><li>Acrobat 8 </li></ul><ul><li>3-Heights PDF Producer </li></ul><ul><li>LuraDocument PDF Compressor </li></ul><ul><li>PDFlib 7, 3-Heights Image to PDF Converter </li></ul><ul><li>DocBridge Mill, pdfaPilot, PDF Appraiser </li></ul><ul><li>More products: </li></ul><ul><li>http://www.aiim.org or http://www.pdfa.org </li></ul>
  24. 24. <ul><li>PDF/E (Engineering), ISO 24517-1 </li></ul><ul><ul><li>For engineering, architectural, and GIS documents </li></ul></ul><ul><li>PDF/UA (Universal Access) </li></ul><ul><ul><li>Intended to address Section 508 concerns </li></ul></ul><ul><li>PDF Healthcare </li></ul><ul><ul><li>Exchange of electronic health records </li></ul></ul><ul><li>PDF, ISO 32000-1 </li></ul><ul><li>PDF/X, ISO 15930 </li></ul><ul><ul><li>Pre-press data exchange </li></ul></ul>
  25. 25. <ul><li>ISO 19005-1, Document management – Electronic document file format for long-term preservation – Part 1: Use of PDF 1.4 (PDF/A-1) </li></ul><ul><li>AIIM’s PDF/A Committee web page www.aiim.org/pdfa </li></ul><ul><li>PDF Wiki http://pdf.editme.com </li></ul><ul><li>AIIM’s PDF Expert Corner http://www.aiim.org/standards.asp?ID=33736 </li></ul><ul><li>AIIM’s PDF Community </li></ul><ul><ul><li>http://www.informationzen.org </li></ul></ul><ul><li>NPES PDF/A Toolkit http://www.npes.org/standards/toolspdfa.html </li></ul><ul><li>PDF/A Competence Center </li></ul><ul><li>http://www.pdfa.org </li></ul>
  26. 26. <ul><li>iECM, Interoperable Enterprise Content Management </li></ul><ul><li>Best Practice – Email Management </li></ul><ul><li>Imaging </li></ul><ul><li>Implementation Guidelines </li></ul><ul><li>Legality – Evidentiary Support </li></ul><ul><li>For more information, visit ww.aiim.org/standards </li></ul>
  27. 27. <ul><li>What is AIIM HQ up to these days??? </li></ul>
  28. 28. <ul><li>We are the community providing education, research, and best practices to help organizations control information and maximize its value. </li></ul>
  29. 29. <ul><li>Find, control, and optimize your information. </li></ul>
  30. 30. # of Associates 51,697 # of Professional Members 4,605 # of Trade Members 236 # of ATM 31
  31. 36. <ul><li>AIIM ECM Seminars – Automating Document-centric Processes – Is Sharepoint Enough? </li></ul><ul><li>Wednesday Webinars </li></ul><ul><li>Market Intelligence </li></ul><ul><li>Information Zen </li></ul>
  32. 37. <ul><li>Betsy Fanning </li></ul><ul><ul><li>Phone – 301.755.2682 </li></ul></ul><ul><ul><li>Email – [email_address] </li></ul></ul><ul><li>Jessica Lombardo </li></ul><ul><ul><li>Phone – 301.755.2636 </li></ul></ul><ul><ul><li>Email – [email_address] </li></ul></ul>

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