PDF/A is a specialized version of PDF designed for long-term archiving. Learn what makes it different and when you should use it.
What is PDF/A?
PDF/A (PDF for Archiving) is an ISO-standardized version of PDF specifically designed for long-term preservation of digital documents. It ensures that documents can be reproduced exactly the same way years or decades from now.
PDF vs PDF/A: Key Differences
| Feature | Regular PDF | PDF/A |
|---|---|---|
| Fonts | Can reference external fonts | All fonts must be embedded |
| JavaScript | Allowed | Not allowed |
| Encryption | Allowed | Not allowed |
| External references | Allowed (links, media) | Not allowed |
| Audio/Video | Can be embedded | Not allowed |
| Color profiles | Optional | Required for colors |
| Metadata | Optional | Required (XMP) |
PDF/A Conformance Levels
PDF/A-1 (Based on PDF 1.4)
- PDF/A-1a: Full compliance - text must be extractable, document structure required
- PDF/A-1b: Basic compliance - visual appearance preserved, text extraction not guaranteed
PDF/A-2 (Based on PDF 1.7)
- Allows JPEG 2000 compression
- Supports transparency
- Allows PDF/A documents to be embedded
- Same a/b/u variants
PDF/A-3 (Based on PDF 1.7)
- Allows embedding of any file type
- Useful for attaching source files (Excel, XML, etc.)
- Same a/b/u variants
When to Use PDF/A
Required or Recommended For:
- Government documents: Many agencies require PDF/A for official records
- Legal documents: Court filings, contracts for long-term storage
- Healthcare records: Patient records that must be preserved
- Financial records: Tax documents, audit trails
- Scientific research: Publications that need to remain accessible
- Corporate archives: Business records retention
Not Necessary For:
- Temporary documents
- Files you'll edit frequently
- Documents with multimedia content
- Interactive forms
- Documents requiring password protection
đĄ Key Point
PDF/A is about preservation, not security. If you need to protect a document, use regular PDF with encryption. For archiving, use PDF/A.
Benefits of PDF/A
Self-Contained
Everything needed to display the document is embedded within it - fonts, colors, images. No external dependencies that might disappear over time.
Consistent Reproduction
The document will look exactly the same whether opened today or 50 years from now, regardless of what software is used to view it.
Legally Recognized
PDF/A is an ISO standard (ISO 19005), giving it legal standing for official document archiving in many jurisdictions.
Accessibility Support
PDF/A-1a and higher levels require accessibility features, making documents usable by people with disabilities.
Converting to PDF/A
You can convert existing PDFs to PDF/A format using our PDF to PDF/A converter. The converter will:
- Embed all fonts used in the document
- Convert color spaces to compliant profiles
- Add required metadata
- Remove non-compliant elements (scripts, encryption)
- Validate the output file
â ī¸ Important
Converting to PDF/A may change documents with JavaScript, multimedia, or external links. Review the converted document to ensure all content is preserved.
How to Verify PDF/A Compliance
Proper PDF/A files contain metadata identifying their conformance level. You can verify compliance using:
- Adobe Acrobat Pro (Preflight tool)
- Free online PDF/A validators
- PDF-XChange Editor
FAQ
Can I edit a PDF/A file?
Yes, but editing may break compliance. After editing, you should re-validate and potentially re-convert to PDF/A.
Is PDF/A larger than regular PDF?
Often yes, because fonts must be fully embedded. The size increase is usually modest unless the document uses many different fonts.
Which PDF/A version should I use?
PDF/A-2b is a good default choice - widely supported and allows modern features. Check if your organization has specific requirements.
Can I password-protect a PDF/A?
No, encryption is not allowed in PDF/A. If you need security, use regular PDF.