What is PDF/A? Discover PDF vs. PDF/A

A PDF/A file can look identical to a normal PDF, but the difference is inside the file. Fonts, color information, metadata, and other resources must follow archival rules. Simply changing the filename or seeing "PDF/A" in a document property does not prove that the file passes the required conformance checks.

Part 1. Do You Need PDF/A?

PDF/A is a preservation container, not a complete records-management policy. A valid PDF/A file can still contain the wrong document, weak metadata, an incomplete scan, or text that is impossible to search. Retention rules, checksums, backups, access controls, and periodic integrity checks remain separate responsibilities.

Part 2: What is PDF/A?

So, what exactly is PDF/A (Portable Document Format Archivable?) And why so being fussy about it when we already have PDF? PDF A is the futuristic version of creating PDF content or documents. The purpose of PDF A is almost the same as it is supposed to be in Adobe's Portable Document Format. But it sets strict standards for those who use PDFs.

In other words, PDF/A is nothing but another modified version of PDF with more features and functionalities. But that doesn't mean it is superior to PDF format. Still, you can expect exceptions from it. Well, there's another story of advantages and disadvantages; we'll discuss that later in this article. But first, let's get back to our topic.

PDF/A is a new archiving document format that promises to view the same document format for an extended period. PDF/A has characteristics that differentiate it from other types of files. Below are some attributes of PDF/A that shares different values:

• Self-Contained: In self-contained attributes, it will display the text, images, fonts, colors, graphs, etc. - all this necessary information in your original document state. However, please remember that external references are not allowed in this file type.
• Self-Documented: In self-documented PDF format, you can add metadata to your document. Metadata helps to understand the concern of the document.
• Independent-Version: The independent version will make sure to use software chunks available on every standard device (RGB and specific CMYK colors side views), permitting the document to print or display on whatever device you use.

Part 3: Types of PDF/A

Like the different attributes, PDF/A comes in different types. Each type has its own features created by other standards and congruity levels. Each standard determines the number of features available and image compression technologies that helps in archiving the content of a file.

There are three levels of congruity or conformance levels: Level b, known as the Basic level; Level a, known as the Accessible Level; and Level u, known as the Unicode Level.

Below are the three types of PDF/A

1. PDF/A-1b

PDF/A-1b is a level B conformance that gives you the assurance to read and view on the computer screen. But it won't ensure the quality of the text, whether it's legible or not.

2. PDF/A-2b

PDF/A-2b is another Level B subset ISO PDF identification that is used to create archival documents version with the ability to render precisely the same as they were before.

3. PDF/A-2u

PDF/A-2u is slightly different from the previous ones. Its conformance level is different as "u" stands for Unicode, which gives you a reliable way to search and copy the Unicode text from digitally created PDF documents and others that were scanned with successive OCR (Optical Character Recognition.)

All the above ISO standards or conformance levels are basically used for the everlasting preservation of PDFs.

Part 4. PDF vs. PDF/A

PDF/A is usually the better final-delivery format when a record must remain readable for years. A normal PDF is usually more practical while people are still revising the file, applying password protection, or using interactive elements.

For a focused comparison, see PDF vs. PDF/A.

Part 5: Advantages of PDF/A

Doesn't seem to be a fan of PDF/A after covering the differences part. Well, don't disappoint, as PDF/A also has some advantages to play with.

PDF/A provides many advantages in areas of various applications;

• Long-Term Preservation: As you already know that the primary purpose of PDF/A is to archive digital information for an extended period of time. This can include archives, libraries, banks, insurance companies, etc.
• Binding Documents: You can also legally bind documents with the help of PDF/A format. The ISO standards already allowed electronic signatures and other facilities in this format. This means you can digitally sign your documents with this technology.
• Worldwide Integration: In this PDF format, you can store your content in any foreign language that supports any kind of writing system around the globe. PDF/A ensures that the stored information is correctly viewed and displayed on any device in the world.
• Independent Platform: PDF/A is not bound to any channel. Perhaps, documents stuck with this format can be accessed from various channels.
• Text Searching: You can find any particular text or information within the data set. You can also do this in scanned documents even though one conformance level supports this functionality.
• Reuse Content Easily: Level A makes it easier to reuse the content. These files can also be helpful while converting to Word, HTML, e-Books, and other formats.
• Collaborate with Other ISO Standards: PDF/A provides a variety of ISO standards. Each standard can collaborate with one another.

Part 6: How to Save PDF as PDF/A

UPDF - PDF editor is an all-in-one PDF editor, converter, annotator, and reader that can fulfill your every requirement with the help of advanced features. Some other tools might need some learning to use the tool. But not in UPDF's case. UPDF comes with an excellent intuitive user interface that can be helpful for beginners. The PDF/A feature is a plus for this tool. Just download the UPDF here and follow the below guide to save PDF as PDF/A.

Below are the steps to save PDF as PDF/A:

• Step 1. Open your PDF in UPDF by clicking the "Open File" button.
• Step 2. Click on the narrow next to "Save".
• Step 3. A new pop-up will appear and choose "Save as PDF/A...".
• Step 4. Choose a folder for the PDF/A file and click "Save".

After we introduce the steps of using UPDF to save PDF as PDF/A, you may be interested to know UPDF better. Below are the other features provided by UPDF:

• AI features: It can help you summarize, explain, translate, write, rewrite and chat for PDF.

• Annotate PDFs: Annotates always makes your PDF professional and stylish by adding stylish shapes, adding comments, highlighting or underlining text, and striking out the important text.
• Organize PDFs: UPDF can add new pages, reorder, rotate, extract, replace, and delete unwanted pages from the PDF. All these can be done in the page management feature.
• OCR: Turn scanned PDF into editable by using the advanced OCR technology.
• Share PDFs: After completing your editing, you can share your documents via email or real-time collaboration via a link.
• Complete PDF Editing: No need to worry if you are not a pro while editing PDF documents. UPDF will take care of everything. All you need is to select the PDF and start editing your document. You can edit text, change text properties, delete text, and change the font size, color, and style.

To have an overview of UPDF, you can read this review article from Laptopmedia.

FAQs

Conclusion

PDF/A is the right choice when the goal is a stable, self-contained archival record. Use a normal PDF while the document is still changing; choose the PDF/A profile required by the receiving organization; then inspect and validate the final output. Keep source files and preservation controls outside the PDF whenever the archive's policy requires them.

If your PDF is final and you know which archival profile the recipient accepts, you can prepare the file and create a separate preservation copy with UPDF.

Download UPDF for free to convert the final document to PDF/A — installation is free, and Pro removes the trial watermark from exported files.