Do you know how many directives and laws state that employee records must be maintained for years after an employee leaves the company? How can companies ensure that the documents are still accessible? Do companies want to keep this data online for, let's say, 5 years? Let's talk about a possibility
25 years ago the first version of the Portable Document Format (PDF) was published. This anniversary is a good opportunity for PDF expert Stephan Jaeggi, publisher of PDF-AKTUELL, to look back on how PDF has changed prepress production over these years.
How can you learn the most about our software? Well, the obvious answer would be the online documentation of course, but there’s another source you should know about.
At the DocEng conference, I met a lot of academics and professionals discussing interesting requirements and solutions related to PDF documents. It was impressive to see what these people are working on, what they (don't) know about PDF and whether it works according to their needs. Here is my experience ...
Everybody whose occupation is related to a business process that relies on a subset standard will know it: somebody working in prepress will know PDF/X as an archivist knows PDF/A. But for PDF professionals, it also makes senses to know something about other subset standards. One reason could be that it is technically not complicated to create PDF files that comply with more than one standard (major portions of their text are exactly the same). Therefore, we wrote this article with a short description of all PDF based ISO standard!
E-mails are increasingly replacing paper mail and are therefore an integral part of processes. So, it might be interesting to do e-mail archiving as their content must be retained for years. Furthermore, there are more good reasons for e-mail archiving. If e-mails and their attachments are structured in the same way as all other documents and stored in a uniform format, this facilitates the comprehensive information search. However, e-mails are often - if at all - stored in proprietary formats. Whether these are reproducible or searchable in the long term is questionable. System-independent e-mail archiving in PDF/A format is a secure alternative!
The goal of banks should be that all information is also accessible by people who use special tools, such as screen readers, special mouse or voice output/input. The ISO-certified PDF/UA format (Universal Accessibility) can help to ensure that the documents and forms offered on the internet are barrier-free.
PDF 2.0 (ISO 32000-2) has been available as a new standard since August 2017 - the result of almost ten years of work by about 30 experts from all over the world. It is the first PDF specification that has been completely developed within the ISO! From an archive perspective, the question now arises as to what extent the changes in PDF 2.0 are significant for PDF/A.