What is PDF/A?
PDF/A is an ISO-standardized version of PDF specifically designed for long-term digital preservation of documents. The 'A' stands for 'Archive', and this format ensures that documents remain viewable and accessible for decades to come, regardless of changes in technology.
Why PDF/A Matters
Regular PDFs may rely on external resources like fonts, colors, or embedded content that could become unavailable over time. PDF/A solves this by requiring all necessary elements to be embedded within the file itself.
Key Benefits
- Self-contained - All fonts and color information embedded in the file
- Long-term readable - Guaranteed to be viewable decades from now
- Legal compliance - Required by many courts and government agencies
- Standardized - ISO certified format (ISO 19005)
PDF/A Conformance Levels
PDF/A-1 (ISO 19005-1:2005)
The original PDF/A standard with two conformance levels:
- PDF/A-1a - Full conformance with tagged structure and Unicode mapping
- PDF/A-1b - Basic conformance ensuring visual preservation
PDF/A-1b is the most widely used level, offering maximum compatibility while ensuring documents remain readable.
PDF/A-2 (ISO 19005-2:2011)
Built on PDF 1.7 with additional features:
- JPEG2000 compression support
- Transparency effects allowed
- Layers (OCG) support
- PDF/A documents can embed other PDF/A files
PDF/A-3 (ISO 19005-3:2012)
The most flexible level allowing:
- Embedding of any file type (XML, CSV, spreadsheets)
- Ideal for invoices with attached source data
- Complete document packages in single files
When to Use PDF/A
Legal and Court Documents
Many jurisdictions require PDF/A for official document submissions. Courts in the EU and US increasingly mandate this format for electronic filing.
Government Archives
Government agencies worldwide use PDF/A for permanent document storage. Examples include national archives, land registries, and regulatory bodies.
Medical Records
Healthcare institutions preserve patient records in PDF/A to meet long-term retention requirements and ensure accessibility.
Business Contracts
Important contracts, agreements, and financial documents benefit from PDF/A's preservation guarantees.
Academic Research
Universities and research institutions archive papers and dissertations in PDF/A format.
How to Create PDF/A Documents
Online Conversion
The easiest method is using our free PDF to PDF/A converter. Simply upload your PDF and select your preferred conformance level.
From Microsoft Office
When saving as PDF from Word, Excel, or PowerPoint, select 'PDF/A-1a' or 'PDF/A-1b' in the export options.
Adobe Acrobat
Use the Preflight tool to convert existing PDFs to PDF/A or validate conformance.
PDF/A Validation
After creating a PDF/A document, verify it meets the standard using validation tools. Non-conformant files may be rejected by courts or archives.
Limitations of PDF/A
Understanding limitations helps you choose the right format:
- No JavaScript or executable content allowed
- No external content dependencies
- All fonts must be embedded (increases file size)
- No encryption (PDF/A-1, PDF/A-2)
- Transparency limitations (PDF/A-1 only)
Conclusion
PDF/A is essential for documents that need to remain accessible for years or decades. Whether for legal compliance, business archives, or personal records, converting to PDF/A ensures your documents stand the test of time. Use our PDF to PDF/A converter to easily archive your important documents.