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The Impact of
    PDF/Archiving on
    Content
    Management

    Christy Hubbard
    Sr. Product Marketing
    Manager, ...
Agenda

       What brought us here?
       Considerations re: document formats
       PDF/A specifics
       Update on ad...
The Preservation Problem

       Costs associated with preservation
       Electronic records becoming reality in today’s ...
Key characteristics needed for
long-term document preservation

Device Independent
                Can be reliably and con...
Why Not Archive “any” PDF?

       PDF by itself is not suitable as an archival format
                Can include feature...
Why a “Standard” Version of PDF?

       Needed to ensure preservation of PDF documents over extended periods of
       ti...
What is PDF/A?

       Final archiving format - not living documents
       International Standard specifies the use of th...
Why PDF/A Matters

       Lower the cost of your archiving infrastructure
                 Replacing multiple formats with...
PDF/A Specifies

       Subset of the PDF Reference Version 1.4


                                                        ...
How PDF/A differs from PDF


  Promotes/Recommends:
   Promotes/Recommends:
        ••    Persistent, device-independent f...
Some detail of PDF/A Requirements

                                                        Two levels of conformance
     ...
Current Participants – partial list

       Administrative Office of the US Courts           IBM
       AFNOR             ...
Government Use of PDF/A (to date)

Sweden
                National Archives

France
                Ministry of Equipement...
Current Status & Timeline

       Work organized by accredited standards bodies
                AIIM International (the As...
Considerations for Next Versions of PDF/A

       Based on PDF 1.6
       The following specific features are under consid...
Get the details

                                                        Developed and maintained by a
                   ...
PDF/A




                                      If this committee presses forward with its plans
                         ...
2006 Adobe Systems Incorporated. All Rights Reserved.
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October 2006 Impact of PDF/A on Content Management by Christy Hubbard

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October 2006 Impact of PDF/A on Content Management by Christy Hubbard

  1. 1. The Impact of PDF/Archiving on Content Management Christy Hubbard Sr. Product Marketing Manager, Adobe Systems 2006 Adobe Systems Incorporated. All Rights Reserved.
  2. 2. Agenda What brought us here? Considerations re: document formats PDF/A specifics Update on adoption and futures 2006 Adobe Systems Incorporated. All Rights Reserved.
  3. 3. The Preservation Problem Costs associated with preservation Electronic records becoming reality in today’s environment What is the best option for preserving electronic documents over archival time spans? TIFF? Native Formats? PDF? XML? 2006 Adobe Systems Incorporated. All Rights Reserved.
  4. 4. 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 » TIFF? Contains its own description » Native Formats? Unfettered Absence of technical file protection mechanisms » PDF? Available » XML? Authoritative specification publicly available Adoption Widespread use may be the best deterrent against preservation risk 2006 Adobe Systems Incorporated. All Rights Reserved.
  5. 5. 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) 2006 Adobe Systems Incorporated. All Rights Reserved.
  6. 6. 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 2006 Adobe Systems Incorporated. All Rights Reserved.
  7. 7. 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 operating systems 2006 Adobe Systems Incorporated. All Rights Reserved.
  8. 8. 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 2006 Adobe Systems Incorporated. All Rights Reserved.
  9. 9. PDF/A Specifies Subset of the PDF Reference Version 1.4 Specifies required features Specifies recommended features PDF 1.4 Reference Specifies prohibited features PDF/A 2006 Adobe Systems Incorporated. All Rights Reserved.
  10. 10. How PDF/A differs from PDF Promotes/Recommends: Promotes/Recommends: •• Persistent, device-independent format Persistent, device-independent format •• Committee based development Committee based development •• 3rd party solutions 3rd party solutions •• Use of metadata Use of metadata •• Lossless compression Lossless compression • • Valid structure tags (PDF/A-1a) Valid structure tags (PDF/A-1a) Requires: Requires: •• Preserve the visual appearance (PDF/A-1b) Preserve the visual appearance (PDF/A-1b) •• Embedding of all fonts Embedding of all fonts •• Annotations to be clearly identifiable Annotations to be clearly identifiable Prohibits: Prohibits: •• Encryption and password protection Encryption and password protection •• Embedded dynamic objects Embedded dynamic objects •• Proprietary or non-embeddable fonts Proprietary or non-embeddable fonts •• External links External links 2006 Adobe Systems Incorporated. All Rights Reserved.
  11. 11. Some detail of PDF/A Requirements Two levels of conformance File should be 1a Full (e.g. Tagged PDF) Unambiguous, predictable 1b Minimal (e.g. not Tagged PDF) Self-contained – no references Annotations restricted to known annotation Stable presentation (no dynamic action or types forms) External actions restricted, no dependence on external content Uniform file format (header, trailer, no encryption) Readers not required to act on hyperlinks, but may Device-independent rendering of XMP metadata “Adobe XML Metadata graphics Framework” Embedded fonts, character encoding Forms based on appearance, not data Transparency prohibited Only elements of PDF1.4 allowed… no extensions 2006 Adobe Systems Incorporated. All Rights Reserved.
  12. 12. Current Participants – partial list Administrative Office of the US Courts IBM AFNOR Image Solutions AIIM IRS ANSI Library of Congress Appligent Merck BSI National Archives – US, UK, Sweden EMC/Documentum NPES Glaxo Smith Kline PDF Sages Global Graphics Pfizer Harvard University Victoria Archives, Australia Hewlett Packard Xerox Honeywell 2006 Adobe Systems Incorporated. All Rights Reserved.
  13. 13. Government Use of PDF/A (to date) Sweden National Archives France Ministry of Equipement/Sonactra Ministry of Finance/ADAE, Ministry of Finance/DGI Ministry of Health EDG GDF/GDMI (nuclear sites) AFNOR USA National Archives and Records Administration Currently accepts PDF but will accept PDF/A according to their PDF Transfer Guidelines 2006 Adobe Systems Incorporated. All Rights Reserved.
  14. 14. 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 – www.adobe.com/ Visioneer - www.visioneer.com/ LuraTech - www.luratech.com/ PDF/A-1a Compart Systemhaus GmbH - www.compart.net PDF Tools AG - www.pdf-tools.com PDF/A-1b More information: www.aiim.org/standards 2006 Adobe Systems Incorporated. All Rights Reserved.
  15. 15. 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 2006 Adobe Systems Incorporated. All Rights Reserved.
  16. 16. 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: www.aiim.org/bookstore or www.npes.org 2006 Adobe Systems Incorporated. All Rights Reserved.
  17. 17. PDF/A If this committee presses forward with its plans to standardize PDF for archival purposes, gets PDF-A codified as an ISO standard and everyone calling for PDF/A adopts it . . . PDF has a good shot to exist far into the future, perhaps even beyond the lifecycle of Microsoft Windows. — PDF Zone.com, 3/2004 2006 Adobe Systems Incorporated. All Rights Reserved.
  18. 18. 2006 Adobe Systems Incorporated. All Rights Reserved.

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