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Understanding the PDF/A Format

8/4/2020

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Everybody is familiar with the standard PDF file format. Very few are familiar with the PDF-a format (sometimes written as PDF-A or, as PDF/A). It is a version of a PDF file that is optimized for long-term storage of the documents. This format has everything embedded in it, rather than allowing internal links to external information. A PDF/A document cannot contain the following:

  • Video or Audio content
  • Executable files (or links to external executable files) or JavaScript
  • Encryption of any type
  • Embedded files, such as other PDF files
  • Transparent objects (graphics) and layers

The reason for these limitations is to make sure that the PDF/A file contains everything required to display the file contents in the future, regardless of how the technology may change. For further information about the PDF/A check out the link below.

http://en.wikipedia.org/wiki/PDF/A

Word saves documents in the regular PDF format by default. To force Word to save in the PDF/A format, you need to follow these steps:

  1. Press F12 to display the Save As dialog box.
  2. Click the down arrow beside the Save As Type drop-down list and choose PDF as your file type.
  3. Click on the Options button. Word displays the Options dialog box.
  4. Make sure the PDF/A check box is selected.
  5. Click OK and close the Options dialog box.
  6. Enter a name for the PDF/A file in the File Name box.
  7. Click Save.

Alan Salmon

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    Authors


    Ward Blatch
    Ward provides consulting and training services as the Managing Director of K2E Canada Inc. He joined K2E Canada in 2005 and is responsible for the Canadian operations of this international consulting group, which provides professional development technology education for accountants across Canada and the US. Ward lives in rural Nova Scotia and can be reached at ward@k2e.ca.

    Alan Salmon
    Alan Salmon is recognized as Canada’s leading analyst in the area of accounting technology. He has nearly 35 years of business, management systems, education and journalism experience, has a degree in Science and an Advanced Teaching Certificate from the University of Toronto. Alan has now retired from teaching and lives in Brampton, Ontario with his wife Nancy. He can be reached at alan@k2e.ca

    Tommy Stephens
    Tommy is one of the shareholders in K2 Enterprises, affiliating with the Firm in 2003 and joining as a shareholder in 2017. At K2, Tommy focuses on creating and delivering content and is responsible for many of the Firm's management and marketing functions. Tommy resides in the metro Atlanta area. You may reach him at tommy@k2e.com.

    Randy Johnson
    Randy is a nationally recognized educator, consultant, and writer with over 40 years experience in Strategic Technology Planning, Accounting Software Selection, Paperless, Systems and Network Integration, Business Continuity and Disaster Recovery Planning, Business Development and Management, Process Engineering and outsourced managed services. Randy can be reached at randy@k2e.com

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