pdfa 2 rome-fanning
DESCRIPTION
PDF/A or ISO 19005-1 was published in 2005. Since that time there have been a number of new features added to PDF. This presentation overviews the new features in PDF/A-2 which will be published in 2011.TRANSCRIPT
www.pdfa.org
Betsy FanningAIIM
PDF/A-2
Improving PDF/A
PDF/A-2
Betsy Fanning, DirectorAIIM
© 2010 PDF/A Competence Center, www.pdfa.org
www.pdfa.org
Betsy FanningAIIM
PDF/A-2 21 October 2010
Agenda
• PDF/A Background
• New Features in PDF/A-2
• Considerations on moving to PDF/A-2
• Looking ahead to PDF/A-3 and beyond
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Increasing rapidly
Increasing somewhat
Stable
Decreasing somewhat
Decreasing rapidly
0% 10% 20% 30% 40% 50% 60% 70% 80%
Electronic
Paper
Is the volume of your Paper/Electronic records?
Paper vs Electronic
10+ employees (656)
But electronic is going crazy!
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Betsy FanningAIIM
6 years
12 years
20 years
50 years
Person lifetimes
Life of legal business entity
Forever/historical
0% 10% 20% 30% 40% 50% 60% 70% 80%
Page 4
Do you have electronic records that need to be retained for: (check all that apply)
Records Archive
Most organizations will be keeping some records for a very long time.
N=144, all respondents .
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Betsy FanningAIIM
Native format PDF PDF/A TIFF XML XPS JPEG Digital video/ audio
Print and archive in hard copy
Not archived
at all
Scanned documents 3% 48% 8% 29% 0% 0% 5% 1% 1% 4%
Electronic documents 48% 27% 7% 6% 1% 0% 2% 0% 4% 5%
Photo images 20% 4% 0% 6% 0% 1% 59% 2% 1% 8%
Email 64% 7% 4% 2% 4% 0% 0% 1% 4% 14%
Video/CCTV recordings 23% 0% 0% 0% 0% 0% 1% 35% 1% 39%
Audio recordings 23% 0% 0% 0% 1% 0% 0% 35% 1% 40%
Web pages 33% 7% 0% 1% 13% 0% 0% 1% 1% 42%
Telephone recordings 15% 0% 0% 0% 0% 1% 0% 17% 0% 67%
Instant messages 15% 0% 1% 1% 1% 0% 0% 1% 1% 79%
Page 5
How are the following content types mostly archived in your organization?
Archive File Types
N=139, all
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Native (eg, DOC, XLS)
HTML (eg, emails, web)
TIFF
JPEG
PDF/A
0% 10% 20% 30% 40% 50% 60% 70% 80% 90%
Page 6
Do you store a significant proportion of your records in any of the following formats?
Records Archive
PDF/A making some ground at 30%.
Native formats still very prevalent.
N=144, all respondents .
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Betsy FanningAIIM
• Feature Rich
• Self-Contained• Fonts
• Texts
• Images
• Graphics
• May be too flexible for some applications
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Restricted for Specific Applications
• Printing Industry• PDF/X (ISO 15929 and ISO 15930)
• PDF/VT (ISO 16612)
• Long-term Preservation (Archiving)• PDF/A (ISO 19005)
• Accessibility• PDF/UA (ISO 14289)
• Engineering/Technical Documentation• PDF/E (ISO 24517)
• PRC (ISO 14739)
• Healthcare• Best Practices Guide
PDF (ISO 32000)
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Why PDF/A?
• Guarantees the secure reproduction of documents• No technology requirements
• Ensures an homogeneous archive• Digital born and scanned documents in same archive
• Valid throughout the world• ISO maintained standard
• Sustainable file format• Standards exist, files are self-documenting, adoption
37% still have separate image and electronic archives
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Adoption Life Cycle
Innovators and Early Adopters
Early Majority
Late Majority
Laggards
PDF/A
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Still using PDF
Mostly using native formats
File size is too large
Files contain multimedia
Files contain digital signatures
Files contain XML
We don't have any documents worth archiving
0% 10% 20% 30% 40% 50% 60% 70% 80%
Page 11
What are the main reasons you are not using PDF/A?
PDF/A
PDF/A benefits still not understood
N=102, Non-PDF/A Users.
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What is in PDF/A-2?
• Additional features in ISO 32000-1 (PDF 1.7)• PDF/A-1 based on PDF 1.4
• JPEG 2000 Image Conversion• Added compression process (PDF 1.5)
• Higher compression rates, better quality
• Embedding PDF/A within Collection• Compile PDF/A collections
• Transparency• Permitted in PDF/A-2
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What is in PDF/A-2? (cont’d.)
• PDF Layers (“Optional Content”)• Helpful for technical drawings
• Multilingual content
• OpenType Fonts• Direct embed without conversion
• PDF/A-2u Conformance Level• Enables text searching and copying
• Object Level XMP Metadata• User defined fields must use extension schema
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What is in PDF/A-2? (cont’d.)
• “Arbitrary” Document Information• Basic metadata (Title, author, keywords) – Not XMP Uniform
• Document information dictionary ignored
• Extended Exclusion List for New Comment Types and Actions• New comment types and actions added to list (multimedia and
interactive PDF actions)
• Digital Signatures• Follow ETSI/PadES Standard
• Improved functions for PDF/A Developers
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Does your content need to be accessible (able to be accessed and read by assistive technologies)?
Accessibility
There is a recognition of accessibility regulations.
N=144, all respondents .
Always
Some of it
Should be but isn't
No
0% 5% 10% 15% 20% 25% 30% 35% 40% 45%
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Betsy FanningAIIM
At time of creation
After the digital signature
After scanning because we do not use digital signatures
Use a service to convert to PDF/A
0% 10% 20% 30% 40% 50% 60%
At what stage do you save your electronic documents in PDF/A format?
Digital Signatures
Benefits of digital signatures not understood.
N=40, PDF/A users.
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Do you use outsourced, centralized and/or distributed scanning (distributed is eg. MFPs, desk-top scanners, branch office scanning, field scanning)?
Outsourced/Central/Distributed
10+ employees ,Non-trade, non bureau
(746)
Outsource
Centralized
Distributed
0% 10% 20% 30% 40% 50% 60% 70% 80%
30% make some use of outsourced
services
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Considerations PDF/A-2
• Will not replace or supersede PDF/A-1
• Few tools will be available initially
• Look at new features
• Understand your requirements – then decide
• PDF/A-1 is and will remain a valid file type
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Centralized resource
Outsource service provider (BPO) onshore
Offshore service provider
Distributed to point of use/line of business
No plans to back-file convert
0% 10% 20% 30% 40% 50% 60%
Page 20
How would you characterize your strategy to convert your existing documents to PDF/A?
Backfile Conversion to PDF/A
32% driving back-conversion centrally
N=40, PDF/A users.
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Do you have a POLICY/BUDGET for ?
Long-Term Archive
10+ employees non-Trade (479)(weighted)
Nearly 70% have no
forward view on long-term
archive
Media migration
Format translation
Application archive or virtualization
None of these
0% 10% 20% 30% 40% 50% 60% 70% 80%
Budget
Policy
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Within 1 year
Within 2 years
Within 3 years
Within 5 years
Unlikely
I’ve not heard of PDF/A-2
0% 5% 10% 15% 20% 25% 30% 35% 40%
How soon do you plan to converge to PDF/A-2, when it is published?
Backfile Conversion to PDF/A-2
One third of PDF/A users have not heard of PDF/A-2
Another third will converge to PDF/A-2 in 3 years or less.
N=40, PDF/A users.
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PDF/A Sandbox
• Embedded Files
• Containers for Other File Formats
• Multimedia
• Strict PDF
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Software used to view documents
Software used to create documents
Electronic document files
0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%
Always Probably Possibly No
Would you reject a tool or application that was not tested to a conformance standard ?
PDF/A-2 Tools
80% expect to use conformance certified creation tools.
N=40, PDF/A users.
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Going Green
• PDF is a way to make an organization ‘Green’
• World Paper Free Day – 28 October 2010• Facebook Page
• Twitter - #WPFD
• TweetJam – October 20, 2010
• Going Paperless Best Practice – AIIM Communities
• Anime Contest - http://bit.ly/9A2Jpl
• For more information – http://www.aiim.org/paperfreeday
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Betsy FanningAIIM
PDF/A-2 261 October 2010
•“In the future it is more likely that companies will be required to retain all digital files, and insure their accuracy, than to delete them.”
…How do we get PDF/A to be the format of choice?…
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Betsy FanningAIIM
Questions/Contact
• Betsy Fanning
• Ph: +1.301.755.2682
• Skype: betsy.fanning
• Email: [email protected]
• Twitter: bfanning