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.

1. PDF/A-2 PDF/A-2 Improving PDF/A Betsy Fanning, DirectorAIIM © 2010 PDF/A Competence Center, www.pdfa.org

2. PDF/A-2 2 1 October 2010 Agenda PDF/A Background New Features in PDF/A-2 Considerations on moving to PDF/A-2 Looking ahead to PDF/A-3 and beyond

3. Is the volume of your Paper/Electronic records? Paper vs Electronic But electronic is going crazy! 10+ employees (656)

4. Page 4 Do you have electronic records that need to be retained for: (check all that apply) Records Archive Most organizations will be keeping some records for a very long time. N=144, all respondents .

5. Page 5 How are the following content types mostly archived in your organization? Archive File Types N=139, all

6. Page 6 Do you store a significant proportion of your records in any of the following formats? Records Archive PDF/A making some ground at 30%. Native formats still very prevalent. N=144, all respondents .

7. PDF Feature Rich Self-Contained Fonts Texts Images Graphics May be too flexible for some applications

8. Restricted for Specific Applications Printing Industry PDF/X (ISO 15929 and ISO 15930) PDF/VT (ISO 16612) Long-term Preservation (Archiving) PDF/A (ISO 19005) Accessibility PDF/UA (ISO 14289) Engineering/Technical Documentation PDF/E (ISO 24517) PRC (ISO 14739) Healthcare Best Practices Guide PDF (ISO 32000)

9. Why PDF/A? Guarantees the secure reproduction of documents No technology requirements Ensures an homogeneous archive Digital born and scanned documents in same archive Valid throughout the world ISO maintained standard Sustainable file format Standards exist, files are self-documenting, adoption 37% still have separate image and electronic archives

10. Adoption Life Cycle Late Majority Early Majority PDF Innovators and Early Adopters Laggards PDF/A

11. Page 11 What are the main reasons you are not using PDF/A? PDF/A PDF/A benefits still not understood N=102, Non-PDF/A Users.

12. What is in PDF/A-2? Additional features in ISO 32000-1 (PDF 1.7) PDF/A-1 based on PDF 1.4 JPEG 2000 Image Conversion Added compression process (PDF 1.5) Higher compression rates, better quality Embedding PDF/A within Collection Compile PDF/A collections Transparency Permitted in PDF/A-2

13. What is in PDF/A-2? (cont’d.) PDF Layers (“Optional Content”) Helpful for technical drawings Multilingual content OpenType Fonts Direct embed without conversion PDF/A-2u Conformance Level Enables text searching and copying Object Level XMP Metadata User defined fields must use extension schema

14. What is in PDF/A-2? (cont’d.) “Arbitrary” Document Information Basic metadata (Title, author, keywords) – Not XMP Uniform Document information dictionary ignored Extended Exclusion List for New Comment Types and Actions New comment types and actions added to list (multimedia and interactive PDF actions) Digital Signatures Follow ETSI/PadES Standard Improved functions for PDF/A Developers

15. Scan, Capture, Format Over half of documents scanned are 100% “born digital” 25% of documents are photocopied before being sent for scanning 37% of organizations are scanning over half of their incoming documents. 12% scan more than 80% 43% of scanned documents are scanned-to-process - remainder are scanned direct-to-archive 38% of what would otherwise be paper records are scanned and archived electronically 10+ employees ,World (660)

16. Does your content need to be accessible (able to be accessed and read by assistive technologies)? Accessibility There is a recognition of accessibility regulations. N=144, all respondents .

17. At what stage do you save your electronic documents in PDF/A format? Digital Signatures Benefits of digital signatures not understood. N=40, PDF/A users.

18. Do you use outsourced, centralized and/or distributed scanning (distributed is eg. MFPs, desk-top scanners, branch office scanning, field scanning)? Outsourced/Central/Distributed 30% make some use of outsourced services 10+ employees ,Non-trade, non bureau(746)

19. Considerations PDF/A-2 Will not replace or supersede PDF/A-1 Few tools will be available initially Look at new features Understand your requirements – then decide PDF/A-1 is and will remain a valid file type

20. Page 20 How would you characterize your strategy to convert your existing documents to PDF/A? Backfile Conversion to PDF/A 32% driving back-conversion centrally N=40, PDF/A users.

21. Do you have a POLICY/BUDGET for ? Long-Term Archive Nearly 70% have no forward view on long-term archive 10+ employees non-Trade (479)(weighted)

22. How soon do you plan to converge to PDF/A-2, when it is published? Backfile Conversion to PDF/A-2 One third of PDF/A users have not heard of PDF/A-2 Another third will converge to PDF/A-2 in 3 years or less. N=40, PDF/A users.

23. PDF/A Sandbox Embedded Files Containers for Other File Formats Multimedia Strict PDF

24. Would you reject a tool or application that was not tested to a conformance standard ? PDF/A-2 Tools 80% expect to use conformance certified creation tools. N=40, PDF/A users.

25. Going Green PDF is a way to make an organization ‘Green’ World Paper Free Day – 28 October 2010 Facebook Page Twitter - #WPFD TweetJam – October 20, 2010 Going Paperless Best Practice – AIIM Communities Anime Contest - http://bit.ly/9A2Jpl For more information – http://www.aiim.org/paperfreeday

26. PDF/A-2 26 1 October 2010 “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.” …How do we get PDF/A to be the format of choice?…

27. Questions/Contact Betsy Fanning Ph: +1.301.755.2682 Skype: betsy.fanning Email: bfanning@aiim.org Twitter: bfanning LinkedIn