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Pdfa 2 rome-fanning


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PDF/A or ISO 19005-1 was published in 2005. Since that time there have been a number of new features added to PDF. This presentation overviews the new features in PDF/A-2 which will be published in 2011.

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Pdfa 2 rome-fanning

  1. 1. PDF/A-2<br />PDF/A-2<br />Improving PDF/A <br />Betsy Fanning, DirectorAIIM<br />© 2010 PDF/A Competence Center,<br />
  2. 2. PDF/A-2<br />2<br />1 October 2010<br />Agenda<br />PDF/A Background<br /> New Features in PDF/A-2 <br />Considerations on moving to PDF/A-2<br />Looking ahead to PDF/A-3 and beyond<br />
  3. 3. Is the volume of your Paper/Electronic records?<br />Paper vs Electronic<br />But electronic is going crazy!<br />10+ employees (656)<br />
  4. 4. Page 4<br />Do you have electronic records that need to be retained for:  (check all that apply)<br />Records Archive<br />Most organizations will be keeping some records for a very long time.<br />N=144, all respondents .<br />
  5. 5. Page 5<br />How are the following content types mostly archived in your organization?<br />Archive File Types<br />N=139, all<br />
  6. 6. Page 6<br />Do you store a significant proportion of your records in any of the following formats?<br />Records Archive<br />PDF/A making some ground at 30%. <br />Native formats still very prevalent.<br />N=144, all respondents .<br />
  7. 7. PDF<br />Feature Rich<br />Self-Contained<br />Fonts<br />Texts<br />Images<br />Graphics<br />May be too flexible for some applications<br />
  8. 8. Restricted for Specific Applications<br />Printing Industry<br />PDF/X (ISO 15929 and ISO 15930)<br />PDF/VT (ISO 16612)<br />Long-term Preservation (Archiving)<br />PDF/A (ISO 19005)<br />Accessibility<br />PDF/UA (ISO 14289)<br />Engineering/Technical Documentation<br />PDF/E (ISO 24517)<br />PRC (ISO 14739)<br />Healthcare<br />Best Practices Guide<br />PDF (ISO 32000)<br />
  9. 9. Why PDF/A?<br />Guarantees the secure reproduction of documents<br />No technology requirements<br />Ensures an homogeneous archive<br />Digital born and scanned documents in same archive<br />Valid throughout the world<br />ISO maintained standard<br />Sustainable file format<br />Standards exist, files are self-documenting, adoption <br />37% still have separate image and electronic archives<br />
  10. 10. Adoption Life Cycle<br />Late Majority<br />Early Majority<br />PDF<br />Innovators and Early Adopters<br />Laggards<br />PDF/A<br />
  11. 11. Page 11<br />What are the main reasons you are not using PDF/A?<br />PDF/A<br />PDF/A benefits still not understood<br />N=102, Non-PDF/A Users.<br />
  12. 12. What is in PDF/A-2?<br />Additional features in ISO 32000-1 (PDF 1.7)<br />PDF/A-1 based on PDF 1.4<br />JPEG 2000 Image Conversion<br />Added compression process (PDF 1.5)<br />Higher compression rates, better quality<br />Embedding PDF/A within Collection<br />Compile PDF/A collections<br />Transparency<br />Permitted in PDF/A-2<br />
  13. 13. What is in PDF/A-2? (cont’d.)<br />PDF Layers (“Optional Content”)<br />Helpful for technical drawings<br />Multilingual content<br />OpenType Fonts<br />Direct embed without conversion<br />PDF/A-2u Conformance Level<br />Enables text searching and copying <br />Object Level XMP Metadata<br />User defined fields must use extension schema<br />
  14. 14. What is in PDF/A-2? (cont’d.)<br />“Arbitrary” Document Information<br />Basic metadata (Title, author, keywords) – Not XMP Uniform<br />Document information dictionary ignored<br />Extended Exclusion List for New Comment Types and Actions<br />New comment types and actions added to list (multimedia and interactive PDF actions)<br />Digital Signatures<br />Follow ETSI/PadES Standard<br />Improved functions for PDF/A Developers<br />
  15. 15. Scan, Capture, Format<br />Over half of documents scanned are 100% “born digital”<br />25% of documents are photocopied before being sent for scanning <br />37% of organizations are scanning over half of their incoming documents. 12% scan more than 80%<br />43% of scanned documents are scanned-to-process - remainder are scanned direct-to-archive<br />38% of what would otherwise be paper records are scanned and archived electronically <br />10+ employees ,World (660)<br />
  16. 16. Does your content need to be accessible (able to be accessed and read by assistive technologies)?<br />Accessibility<br />There is a recognition of accessibility regulations.<br />N=144, all respondents .<br />
  17. 17. At what stage do you save your electronic documents in PDF/A format?<br />Digital Signatures<br />Benefits of digital signatures not understood.<br />N=40, PDF/A users.<br />
  18. 18. Do you use outsourced, centralized and/or distributed scanning (distributed is eg. MFPs, desk-top scanners, branch office scanning, field scanning)?<br />Outsourced/Central/Distributed<br />30% make some use of outsourced services<br />10+ employees ,Non-trade, non bureau(746)<br />
  19. 19. Considerations PDF/A-2<br />Will not replace or supersede PDF/A-1<br />Few tools will be available initially<br />Look at new features<br />Understand your requirements – then decide<br />PDF/A-1 is and will remain a valid file type<br />
  20. 20. Page 20<br />How would you characterize your strategy to convert your existing documents to PDF/A?<br />Backfile Conversion to PDF/A<br />32% driving back-conversion centrally<br />N=40, PDF/A users.<br />
  21. 21. Do you have a POLICY/BUDGET for ?<br />Long-Term Archive<br />Nearly 70% have no forward view on long-term archive<br />10+ employees non-Trade (479)(weighted)<br />
  22. 22. How soon do you plan to converge to PDF/A-2, when it is published?<br />Backfile Conversion to PDF/A-2<br />One third of PDF/A users have not heard of PDF/A-2 <br />Another third will converge to PDF/A-2 in 3 years or less.<br />N=40, PDF/A users.<br />
  23. 23. PDF/A Sandbox<br />Embedded Files<br />Containers for Other File Formats<br />Multimedia<br />Strict PDF<br />
  24. 24. Would you reject a tool or application that was not tested to a conformance standard ?<br />PDF/A-2 Tools<br />80% expect to use conformance certified creation tools.<br />N=40, PDF/A users.<br />
  25. 25. Going Green<br />PDF is a way to make an organization ‘Green’<br />World Paper Free Day – 28 October 2010<br />Facebook Page<br />Twitter - #WPFD<br />TweetJam – October 20, 2010<br />Going Paperless Best Practice – AIIM Communities<br />Anime Contest -<br />For more information –<br />
  26. 26. PDF/A-2<br />26<br />1 October 2010<br />“In the future it is more likely that companies will be required to retain all digital files, and insure their accuracy, than to delete them.”<br />…How do we get PDF/A to be the format of choice?…<br />
  27. 27. Questions/Contact<br />Betsy Fanning<br />Ph: +1.301.755.2682<br />Skype: betsy.fanning<br />Email:<br />Twitter: bfanning<br />LinkedIn<br />