Understanding the PDF/A Format

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