October 2006 Impact of PDF/A on Content Management by Christy Hubbard
-
Upload
aiim-golden-gate -
Category
Technology
-
view
759 -
download
0
description
Transcript of October 2006 Impact of PDF/A on Content Management by Christy Hubbard
2006 Adobe Systems Incorporated. All Rights Reserved.
The Impact of PDF/Archiving on Content Management
Christy Hubbard
Sr. Product Marketing Manager, Adobe Systems
2006 Adobe Systems Incorporated. All Rights Reserved.
Agenda
What brought us here?
Considerations re: document formats
PDF/A specifics
Update on adoption and futures
2006 Adobe Systems Incorporated. All Rights Reserved.
The Preservation Problem
Costs associated with preservation
Electronic records becoming reality in today’s environment
What is the best option for preserving electronic documents over archival time spans?
TIFF?
Native Formats?
PDF?
XML?
2006 Adobe Systems Incorporated. All Rights Reserved.
Key characteristics needed for long-term document preservation
Device IndependentCan be reliably and consistently rendered without regard to the hardware or software platform
Self-containedContains all resources necessary for rendering
Self-documentingContains its own description
UnfetteredAbsence of technical file protection mechanisms
AvailableAuthoritative specification publicly available
AdoptionWidespread use may be the best deterrent against preservation risk
» TIFF?
» Native Formats?
» PDF?
» XML?
2006 Adobe Systems Incorporated. All Rights Reserved.
Why Not Archive “any” PDF?
PDF by itself is not suitable as an archival format Can include features incompatible with current archival requirements
Encryption
Embedded files
PDF documents not necessarily self-contained
Can depend on system fonts and other content drawn from outside the file
Multiple PDF development tools on the market
Inconsistency in the file format (all PDFs are not created equal)
2006 Adobe Systems Incorporated. All Rights Reserved.
Why a “Standard” Version of PDF?
Needed to ensure preservation of PDF documents over extended periods of time, and further ensure that PDF documents will be rendered with consistent and predictable results in the future
PDF is too powerful and flexible
Higher degree of reliability than required by the published specification
Compatibility into the future
Reliable migration
Developed and maintained by an external organization
2006 Adobe Systems Incorporated. All Rights Reserved.
What is PDF/A?
Final archiving format - not living documents
International Standard specifies the use of the Portable Document Format (PDF) suitable for the long-term preservation of electronic documents.
Long term preservation of black and white and color compound documents as electronic data
Based on the business and technical needs of governments, regulated industries, corporations, educational institutions and libraries
PDF/A does not address
specific physical methods of storing these documents such as the media and storage conditions
required computer hardware
operating systems
2006 Adobe Systems Incorporated. All Rights Reserved.
Why PDF/A Matters
Lower the cost of your archiving infrastructure
Replacing multiple formats with a single format to support
Open-standards ensures a variety of platforms can be used
Eliminate the overhead of less efficient standards
Increase the value of your archived documents
Leverage the full-fidelity of PDF and the archive standards of PDF/A to integrate archiving, presentment and external retrieval
ISO endorsement secures long-term viability of PDF/A archives
Mitigate compliance risks
Anticipate potential move towards PDF/A archiving guidelines
Provide rapid access to documents for regulatory, legal and law enforcement inquiries
Enable retention policies to dispose of qualifying documents
2006 Adobe Systems Incorporated. All Rights Reserved.
PDF/A Specifies
Subset of the PDF Reference Version 1.4
PDF/A
PDF 1.4 Reference
Specifies required featuresSpecifies recommended features
Specifies prohibited features
2006 Adobe Systems Incorporated. All Rights Reserved.
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
2006 Adobe Systems Incorporated. All Rights Reserved.
Some detail of PDF/A Requirements
File should be
Unambiguous, predictable
Self-contained – no references
Stable presentation (no dynamic action or forms)
Uniform file format (header, trailer, no encryption)
Device-independent rendering of graphics
Embedded fonts, character encoding
Transparency prohibited
Only elements of PDF1.4 allowed…no extensions
Two levels of conformance1a Full (e.g. Tagged PDF)
1b Minimal (e.g. not Tagged PDF)
Annotations restricted to known annotation types
External actions restricted, no dependence on external content
Readers not required to act on hyperlinks, but may
XMP metadata “Adobe XML Metadata Framework”
Forms based on appearance, not data
2006 Adobe Systems Incorporated. All Rights Reserved.
Current Participants – partial list
Administrative Office of the US Courts
AFNOR
AIIM
ANSI
Appligent
BSI
EMC/Documentum
Glaxo Smith Kline
Global Graphics
Harvard University
Hewlett Packard
Honeywell
IBM
Image Solutions
IRS
Library of Congress
Merck
National Archives – US, UK, Sweden
NPES
PDF Sages
Pfizer
Victoria Archives, Australia
Xerox
2006 Adobe Systems Incorporated. All Rights Reserved.
Government Use of PDF/A (to date)
SwedenNational Archives
FranceMinistry of Equipement/Sonactra
Ministry of Finance/ADAE, Ministry of Finance/DGI
Ministry of Health
EDG GDF/GDMI (nuclear sites)
AFNOR
USANational Archives and Records AdministrationCurrently accepts PDF but will accept PDF/A according to their PDF Transfer Guidelines
2006 Adobe Systems Incorporated. All Rights Reserved.
Current Status & Timeline
Work organized by accredited standards bodiesAIIM International (the Association for Information and Image Management)
NPES (The Association for Suppliers of Printing, Publishing and Converting Technologies)
International Standards Organization (ISO) statusRatified May 2005; final standard published by ISO in September 2005
Working group has started defining next version (to be based on PDF 1.6 reference)
Supported by multiple vendors and products:Adobe Acrobat 8, Acrobat 3D, LiveCycle PDF Generator – www.adobe.com/
Visioneer - www.visioneer.com/
LuraTech - www.luratech.com/
Compart Systemhaus GmbH - www.compart.net
PDF Tools AG - www.pdf-tools.com
More information: www.aiim.org/standards
PDF/A-1a
PDF/A-1b
2006 Adobe Systems Incorporated. All Rights Reserved.
Considerations for Next Versions of PDF/A
Based on PDF 1.6
The following specific features are under consideration for inclusion in Part 2 & Part 3
JPEG 2000 image compression
More sophisticated digital signature support
OpenType fonts
3D graphics
Audio/video content
Consistency with PDF/X, PDF/E, PDF/UA
2006 Adobe Systems Incorporated. All Rights Reserved.
Get the details
Developed and maintained by a recognized standards organization
Standard defines:
Prohibited features
Required features
Recommended features
Levels of conformance
PDF/A-1a
PDF/A-1b
Go to:
www.aiim.org/bookstore or www.npes.org
2006 Adobe Systems Incorporated. All Rights Reserved.
PDF/A
— PDF Zone.com, 3/2004
If this committee presses forward with its plans to standardize PDF for archival purposes, gets PDF-A codified as an ISO standard and everyone calling for PDF/A adopts it . . . PDF has a good shot to exist far into the future, perhaps even beyond the lifecycle of Microsoft Windows.
2006 Adobe Systems Incorporated. All Rights Reserved.