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Instructions for creating PDF/A-compliant files for online publishing at the TU Berlin / University Library of TU Berlin,

Dept. University press / Theses

(August 20

, 2015)

Instructions for creating PDF/A-compliant files for online publishing

at the TU Berlin.

We only accept PDF documents meeting the criteria for one of following archiving formats:

• PDF/A-1b:2005(RGB) (PDF optimized for online publishing)

• PDF/X-3:2002 (PDF optimized for print production)

Since 2005, PDF/A is a stable, internationally accepted ISO standard for long-term archiving. A PDF/A

or PDF/X-compliant document may reproduce its visually identically content on different computers

with different operating systems and under different printing environments. For example, all fonts

and color information used will be embedded in the file.

Free as well as proprietary tools for production, processing and validation of PDF/A- and PDF/X-

compliant files are available. Examples are Adobe Acrobat Professional (not to be confused with

Adobe Reader), PDF-T-Maker/Ghostscript and PDF-24. Many text processing and layout software

suites already provide direct exporting these formats, such as Open Office, Adobe InDesign or MS

Office 2010 and newer.

Here are some short instructions for the creation of PDF files using a few selected tools:

» MS Word 2010 and newer

» MS Word 2007

» Adobe Acrobat Distiller

» Open Office/Libre Office

» LaTeX

» Software-independent PDF/A creation

» Validating the PDF/A compliance

» Converting a file to PDF/A subsequently

Please note that any conversion can cause errors. We therefore kindly ask you to carefully check your

converted PDF/A file, in particular figures, formulas and fonts.

This work is licensed under a Creative Commons Attribution 4.0 International License.

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1. MS Word 2010 and newer

1.1 Save as PDF/A

Word 2010 does not require installation of external programs for saving PDF/A-1 files. However,

when saving the file (Go to “File” -> “Save As” and select “PDF” as the file format), make sure the box

ISO 19005-1 (PDF/A) is checked in the “Options” menu.

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1.2 PDF Maker

If both MS Word and Acrobat are installed on your system, you can use the Acrobat PDF Maker tab

and check the following settings:

Note regarding bookmarks:

If you have used heading styles in MS Word (generally recommended) make sure to check “Create

bookmarks”. This way, the formatted headings will be included in the bookmarks of the PDF file.

Please change from Standard to PDF/A-1b: 2005 (RGB)

(RGB)

(optimized for online publication PDF) or

PDF/X-3: 2002 (optimized for printing PDF)

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Before saving your file as PDF/A file, you can check the correct settings (“PDF/A-1b: 2005 (RGB)” and

“Create bookmarks”) in the “options” menu again:

Note regarding bookmarks:

If you have used heading styles in MS Word (generally recommended) make sure to check “Convert

Word headings to bookmarks”. This way, the formatted headings will be included in the bookmarks

of the PDF file.

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If you create your file using other tools, please make sure the profile PDF/A or PDF/A-1a: 2005 (RGB)

is set.

1.2. Using the print menu

2. MS Word 2007

Using a version of MS Word dating from 2007 or later, you can export Word documents as PDFs with

PDF/A settings directly. Please note that installing Service Pack 2 or the add-in “Save as PDF or XPS” is

required, available at:

• http://www.chip.de/downloads/Add-in-fuer-Office-2007-Speichern-unter-PDF-oder-

XPS_23066541.html

In the “Office” button (top left) select “Save as” -> Publish as XPS or PDF -> Optionen: select for PDF

options “ISO 19005-1 compliant (PDF/A)”

3. Adobe Acrobat Distiller

“Edit” -> “Preferences” -> In the category choose “Convert to PDF” -> Edit “Settings”: set Adobe PDF

Settings to “PDF/A-1b: 2005 (RGB)”

4. Open Office/Libre Office

OpenOffice and Libre Office support PDF/A natively since version 3.0. Therefore, both are handy

alternatives to save Word files as PDF when there is no version of Word 2010 or later installed.

OpenOffice and Libre Office read .doc files and can save them as PDF/A when “PDF/A” is set in the

“Export as PDF” menu.

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“File” -> “Export as PDF...” -> check PDF/A-1 (graphics options: optimized for JPEG compression

quality: 90 % minimum, resolution not below 300 dpi)

5. LaTeX

Creating a PDF/A-compliant file may not be possible with every LaTeX setup. Please keep in mind

that all fonts and color information have to be embedded when converting LaTeX files to PDF!

Always update to the current TeX distribution. Outdated software is one of the most common

sources of errors.

Please use the package “hyperref” with the option “bookmarksnumbered=true” to create PDF

bookmarks (\usepackage[bookmarksnumbered=true]{hyperref}). Remember to set the correct page

margins in the package “geometry”.

5.1 pdfx

We recommend using the package “pdfx” with the option “a-1b” (\usepackage[a-1b]{pdfx}) to

create a PDF which requires only minimal post-editing. You can find more information about the

package here: http://tug.ctan.org/tex-archive/macros/latex/contrib/pdfx.

When using pdfx you need an ICC profile file which you can download from

http://www.color.org/srgbprofiles.xalter (e.g. sRGB_IEC61966-2-1_black_scaled.icc). This file has to

be saved in the same directory as the main LaTeX file and renamed to sRGBIEC1966-2.1.icm.

5.2 pdfTeX

Another option to create PDF/A from LaTeX natively is the package “pdfTex” which is included in

current distributions of MikTeX and TeX Live. You can find more information about the package here:

• http://support.river-

valley.com/wiki/index.php?title=Generating_PDF/A_compliant_PDFs_from_pdftex

• ftp://ftp.fu-berlin.de/tex/CTAN/macros/latex/contrib/pdfx/pdfx.pdf

This information regarding LaTeX and PDF/A is based on the guide on creating PDF/A at the edoc

server of the Humboldt University Berlin (Author: Dr. S. Henneberger): http://edoc.hu-

berlin.de/e_autoren/download/Anleitung-PDF.pdf. Further explanations were kindly provided by

Roman Alexander (TU Berlin, Institut für Mathematik).

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6. Software-independent PDF/A creation

A common method to store PDF/A is using a program which installs a virtual PDF printer on the

system, so that regardless of the software with which the document was created, can be “printed” to

PDF is. A selection of programs:

• Adobe Acrobat (not Adobe Reader!) by http://www.adobe.com

• PDF24 by http://en.pdf24.org

• FreePDF + GhostScript by http://freepdfxp.de/

The usage of most programs is largely the same. For example, to use PDF24 after installing it, it has to

be selected as the printer in your text processing or layout software. This opens a window in which,

you can select PDF/A on the “Save as ...” dialogue.

7. Validating the PDF/A compliance

7.1. Using Adobe Acrobat Professional

Using Adobe Acrobat, documents can be checked on the fulfillment of PDF/A criteria. To do this,

open the PDF file in Acrobat and choose the right point tools -> Print Production -> Preflight

This opens the “Profile” dialogue -> select “Check conformity with PDF/A-1b” („Konformität mit

PDF/A-1b prüfen“) here.

No errors during Preflight

Preflight ok:

the validated file conforms to

PDF/A standard and can be long-

term archived

Errors during Preflight

7.2 With 3-Heights™ PDF Validator

To validate your files you can use the 3-Heights

PDF Validator. It is freely avaible on the Internet.

The PDF Validator offers a clue as to whether a PDF corresponds to the PDF/A standard. The final

validation of your document is performed by our staff at the University Library

Fonts are not embedded and

device dependent colors are used

 New conversion necessary:

use profile PDF/A-1b:2005(RGB)

8. Converting a file to PDF/A subsequently

Please note: a new conversion of the original file with the profile PDF/A-1b:2005 (RGB) is always

preferable. Subsequent conversion of the PDF file as described below may possibly lead to loss of

information or errors. We therefore kindly ask you to carefully check your converted PDF/A file, in

particular figures, formulas and fonts.

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