What is PDF/A?

Not all PDFs are built to last. Learn about PDF/A, the ISO standard for long-term archiving and preservation of electronic documents.

PDF/A text on a digital archive box

What is PDF/A?

You might have seen an option to “Save as PDF/A” in Word or Acrobat and wondered what the “A” stands for. It stands for Archive.

Standard PDFs are great for sharing today, but they might not work in 50 years. Why? Because a standard PDF can link to external fonts, use encryption that might become obsolete, or contain interactive scripts that pose a security risk.

The Problem with Standard PDFs

Imagine opening a PDF in the year 2075.

  • The font “Helvetica 2020” is no longer installed on computers.
  • The external image link is dead.
  • The password encryption algorithm was cracked decades ago. The document would be unreadable or look completely different.

The PDF/A Solution

PDF/A (ISO 19005) is a restricted version of PDF designed to be 100% self-contained.

  • Fonts Embedded: All fonts must be stored inside the file.
  • No Encryption: Passwords are forbidden (because keys get lost).
  • No External Links: All content must be in the file.
  • Color Management: Colors must be defined in a standard way (like RGB or CMYK) so they look the same on any monitor.

When to Use PDF/A?

  • Legal Documents: Wills, contracts, deeds.
  • Government Records: Tax returns, court filings.
  • Libraries & Museums: Digitized manuscripts.
  • Corporate Archives: Annual reports, engineering schematics.

Conclusion

If you want your document to be readable by your grandchildren, save it as PDF/A. It is the digital equivalent of carving it in stone.

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