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PDF/A for Textual Documents

PDF/A is the preferred format for preservation copies of finished textual documents.

Use PDF/A when preserving documents such as reports, newsletters, minutes, forms, typescripts, exported word-processing files, and other text-heavy records that should remain readable over time.

Why We Prefer PDF/A

PDF/A is designed for long-term preservation. A regular PDF can depend on outside fonts, color profiles, links, media, scripts, or other features that may not work the same way in the future. PDF/A limits those risks by requiring the file to include the information needed to render the document consistently.

For Archives workflows, PDF/A helps:

  • keep textual documents readable across software changes
  • preserve page layout and embedded fonts
  • reduce dependence on external files or system settings
  • support long-term storage, migration, and access planning

Note

PDF/A is not the best preservation format for every object. Use TIFF or other approved image formats for preservation master images, and use the format standards for audio, video, datasets, and born-digital files when they apply.

Standard Method: Save as PDF/A in Acrobat Pro

Use this method first when Adobe Acrobat Pro can open and convert the file successfully.

  1. Open the PDF in Adobe Acrobat Pro.
  2. Select File.
  3. Select Save As Other.
  4. Select the PDF/A option.
  5. Save the new file.
  6. Open the saved file and confirm that the pages display correctly.

Use a clear filename that identifies the file as the preservation copy when the workflow requires it.

Fallback Method: Convert Through PostScript and Distiller

If Acrobat Pro cannot save the file directly as PDF/A, create a PostScript file and convert it with Adobe Distiller.

Create the PostScript file

  1. Open the problem PDF in Adobe Acrobat Pro.
  2. Select File.
  3. Select Save As Other.
  4. Select More Options if needed.
  5. Select PostScript.
  6. Save the .ps file.

Convert with Adobe Distiller

  1. Open Adobe Distiller.
  2. Select a PDF/A-1b conversion setting.
  3. Open or drag the .ps file into Distiller.
  4. Let Distiller create the new PDF/A file.
  5. Save the Distiller log file as:
pdfa.log
  1. Open the finished PDF/A file in Acrobat Pro.
  2. Confirm that the pages display correctly and that the document text, page order, and layout are acceptable.

Warning

Always review the converted file. If the PDF/A copy has missing pages, broken characters, unreadable text, or visible layout problems, stop and ask staff before using it as the preservation copy.