PDF/A archival checklist: validate the file, not the filename

Ask what the archive actually requires

PDF/A is a family of archival conformance standards, not a synonym for any PDF that opens. The requested part and conformance level matter. A records office may also require searchable text, tags, signatures or a particular validation report. Obtain those requirements before conversion. Renaming a file or adding a PDF/A label does not establish conformance.

Decode the request before you convert

People often write “please send a PDF/A” on a form without knowing which part or level is needed. PDF/A-1, -2 and -3 are different parts of the standard, and each has levels such as “b” (basic visual reproducibility) and “a” (accessible, with structure and tagging). A level “b” file guarantees that the pages will look the same in the future. It does not promise searchable text or accessibility.

Before spending time, ask the requesting organization three questions: which part and level; whether text must be searchable; and whether they will run their own validator. A written answer protects you if a file is later questioned.

Understand the image-based option

This site offers a visual PDF/A-2b workflow: pages are rendered as opaque images and placed in a new PDF with an embedded sRGB output intent and archival XMP metadata. This simplifies some color and font dependencies but sacrifices selectable text, links, form fields and document structure. It is not a substitute for a tagged, accessible or searchable archival document. Keep the unmodified original.

When the image-based approach is acceptable

The PDF to PDF/A page produces a visual archive copy. That is a reasonable answer when the archive needs a faithful picture of a document on a given day, for example a scanned letter, a printed receipt, a signed page or a one-off report. It is the wrong answer for documents that must remain searchable, accessible to screen readers, or contain live forms and links.

If the destination accepts only searchable PDF/A, use a specialist converter or the original application’s PDF/A export, which can keep real text. Do not try to fix a rejection by editing the file’s metadata by hand; the file would then claim conformance it does not meet.

Choose resolution for the actual content

Small print and technical drawings need enough resolution to remain legible. Increasing image resolution can substantially increase file size and browser memory use. Test a representative page with fine detail before exporting the whole document. The image-based workflow is limited to 50 pages per run; split larger material into sensible records only if the archive’s submission rules permit it.

Resolution, file size and the 50-page limit

The workflow renders pages as images, so quality depends on resolution. For ordinary office documents, 150 to 200 dpi is common and stays readable. Technical drawings and small print may need more. Higher resolution multiplies file size and browser memory use, so test one dense page first, check legibility at full zoom, and then run the whole document.

The image-based workflow is limited to 50 pages per run. If your document is longer, ask the archive whether splitting into volumes is acceptable. If they require a single file, you will need a different tool.

Run an independent conformance check

Use a validator such as veraPDF on the exported file and inspect the selected profile and results. A working browser preview checks rendering, not every archival requirement. The export implementation has a passing synthetic PDF/A-2b regression fixture, but that does not certify every user document. Validate each important output and retain the report with the record if your process requires it.

Validation: what to run and what to keep

The tool does not include a full PDF/A validator. Run the output through an independent validator such as veraPDF using the profile the archive asked for, and read the result. A pass means the file meets that profile’s rules. A fail lists specific rules, which is useful for choosing a different workflow.

• Save the validation report with the file.
• Record the tool, date and settings used to produce it.
• Keep the editable original separate from the archival copy.
• Open the PDF/A copy in two viewers and check page count, orientation and legibility.

Keep a complete record

Store the original, the archival derivative and the validation report under clear names. Reopen the derivative and compare page count, image quality and orientation. Document any lost features such as searchability or interactivity. If the archive rejects the derivative, use a specialist converter rather than weakening the requirement or manually changing the metadata to conceal a validation failure.

What you lose by converting pages to images

• Selectable and searchable text, unless you add OCR separately in another process.
• Links, bookmarks, form fields, layers and attachments.
• Accessibility structure used by screen readers.
• Digital signature validity; the new file is a different document.
• Small file size: image-based files are usually larger than the source.

A submission-day checklist

• Confirm the required PDF/A part and level in writing.
• Confirm whether searchable text, tagging or signatures are required. If so, stop and use a different workflow.
• Count pages: the image-based workflow handles up to 50 pages per run.
• Test one dense page at your chosen resolution and read it at full zoom.
• Convert, then reopen the result and check page order and orientation.
• Validate with veraPDF against the requested profile and save the report.
• Name the files clearly: original, archival copy, validation report.
• Upload the archival copy and keep the other two for your records.

Questions people ask

Is PDF/A the same as a normal PDF saved as “archive”? No. PDF/A is a restricted subset designed for long-term preservation, with embedded fonts and color information and no dependence on outside resources. A normal PDF can break these rules.

Will the file be accepted by every archive? Not necessarily. Requirements vary, and some archives reject image-only files because they are not searchable. Ask first.

Why does the file get so big? Each page is stored as an image. Lower the resolution if the content allows, or split the record if the archive permits.

Common reasons archives reject a file

Archives usually reject a PDF/A submission for a handful of reasons, and most can be spotted early. The file may claim a different part or level than requested. It may lack embedded fonts, which an image-based file avoids. It may contain encryption, which PDF/A does not allow, so remove any password before converting. It may reference external content such as linked media. Or it may be missing the color information and metadata the profile requires, which the image-based workflow adds for you.

If a validator reports failures, read the rule numbers it gives instead of retrying blindly. A rule about fonts or transparency points to the source document, and the fix may be to re-export from the original application with its PDF/A option. Resist the temptation to alter the file’s metadata to make a validator pass; a correct file is one that genuinely meets the rules.