The Impact of 
PDF/Archiving on 
Content 
Management
Christy Hubbard
Sr. Product Marketing 
Manager, Adobe Systems
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Agenda
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What brought us here?
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Considerations re: document formats
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PDF/A specifics
ɷ
Update on adoption and futures
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The Preservation Problem
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Costsassociated with preservation
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Electronic recordsbecoming reality in today’s environment
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What is the best optionfor preserving electronic documents 
over archival time spans?
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TIFF?
ɷ
Native Formats?
ɷ
PDF?
ɷ
XML? 
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Key characteristics needed for 
long-term document preservation
Device Independent
ɷ
Can be reliably and consistently rendered without regard to the hardware or software 
platform
Self-contained
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Contains all resources necessary for rendering
Self-documenting
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Contains its own description
Unfettered
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Absence of technical file protection mechanisms
Available
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Authoritative specification publicly available
Adoption
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Widespread use may be the best deterrent against preservation risk
»
TIFF?
»
Native Formats?
»
PDF?
»
XML? 
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Why Not Archive “any”
PDF?
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PDF by itself is not suitableas an archival format 
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Can include features incompatible with current archival requirements
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Encryption
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Embedded files
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PDF documents not necessarily self-contained
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Can depend on system fonts and other content drawn from outside the file
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Multiple PDF development tools on the market 
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Inconsistencyin the file format  (all PDFs are not created equal)
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Why a “Standard”
Version of PDF?
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Needed toensure preservation of PDF documents over extended periods of 
time, and further ensure that PDF documents will be rendered with 
consistent and predictable resultsin the future
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PDF is too powerful and flexible
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Higher degree of reliability than required by the published specification
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Compatibility into the future
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Reliable migration
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Developed and maintained by an external organization
What is PDF/A?
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Final archiving format-not living documents
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International Standardspecifies the use of the Portable Document Format 
(PDF) suitable for the long-term preservation of electronic documents.
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Long term preservation of black and white and color compound documents as 
electronic data 
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Based on the business and technical needs of governments, regulated industries, 
corporations, educational institutions and libraries
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PDF/A does not address 
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specific physical methods of storing these documents such as themedia and storage 
conditions
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required computer hardware 
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operating systems
Why PDF/A Matters
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Lower the costof your archiving infrastructure
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Replacing multiple formats with a single format to support
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Open-standards ensures a variety of platforms can be used
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Eliminate the overhead of less efficient standards
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Increase the valueof your archived documents
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Leverage the full-fidelity of PDF and the archive standards of PDF/A to integrate archiving, 
presentment and external retrieval
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ISO endorsement secures long-term viability of PDF/A archives
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Mitigate compliance risks
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Anticipate potential move towards PDF/A archiving guidelines
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Provide rapid access to documents for regulatory, legal and law enforcement inquiries
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Enable retention policies to dispose of qualifying documents
PDF/A Specifies
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Subset of the PDF Reference Version 1.4
PDF/A
PDF 1.4 Reference
Specifies required
features
Specifies recommended features
Specifies prohibited
features
How PDF/A differs from PDF
Promotes/Recommends:
Persistent, device-independent format
Committee based development
3rd party solutions
Use of metadata
Lossless compression
Valid structure tags (PDF/A-1a)
Promotes/Recommends:
Persistent, device-independent format
Committee based development
3rd party solutions
Use of metadata
Lossless compression
Valid structure tags (PDF/A-1a)
Requires:
Preserve the visual appearance (PDF/A-1b) 
Embedding of all fonts
Annotations to be clearly identifiable
Requires:
Preserve the visual appearance (PDF/A-1b) 
Embedding of all fonts
Annotations to be clearly identifiable
Prohibits:
Encryption and password protection
Embedded dynamic objects
Proprietary or non-embeddable fonts
External links
Prohibits:
Encryption and password protection
Embedded dynamic objects
Proprietary or non-embeddable fonts
External links
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