Many businesses and public agencies generate invaluable records that need to be preserved for future reference. These files often contain information that still matters years down the road, whether that’s to meet retention requirements, support legal needs, or protect historical value.
When records like these are stored physically on paper or microfiche, preservation takes real effort. Materials naturally wear down over time, and they’re also vulnerable to the unexpected, including natural disasters like fires or floods. And when these records are stored in one physical location, a single event can put an entire archive at risk.
That’s one of the many reasons why the teams responsible for managing these records are moving toward digital preservation. In some cases, the goal is a full conversion, storing everything digitally with redundancy in place to protect the underlying data. In others, it’s about creating a reliable digital copy that preserves the information if a data disaster occurs. Either way, reliable long-term digital storage depends on choosing a file format that will remain readable and usable well into the future, even as technology and software continue to change.
That’s where PDF/A comes in. PDF/A is an archival version of PDF designed specifically for long-term document storage. It helps keep records consistent and readable over time by embedding everything needed to display the document properly inside the file itself.
In this article, we will explain what PDF/A is, why it matters for preservation, and when it’s the right choice for digital preservation.
What Is PDF/A?
PDF/A is an ISO-standardized format based on PDF that was created specifically for long-term document preservation. The “A” stands for archive, and the format was designed to ensure that important records remain readable and accessible for years to come, regardless of the systems used to store or view them.
Traditional PDF files can depend on outside resources to render correctly, like fonts installed on a computer, certain color settings, or features that behave differently depending on the software being used. Over time, that dependency can lead to issues like missing text, unexpected formatting changes, or files that are difficult to open and view correctly.
PDF/A was created to eliminate as many of those variables as possible. Instead of relying on the system used to view the file to “fill in the blanks,” the information needed to display the document properly is embedded inside the PDF itself. That’s what makes PDF/A a strong choice for long-term record storage, since it helps ensure the file remains readable and works as intended for many years to come.
What PDF/A Does Differently From A Standard PDF
PDF/A follows a stricter set of rules than a standard PDF, and those rules exist for one reason: future usability. A standard PDF is designed to be flexible and feature-rich, which is great for everyday use, but that flexibility allows for features that may not hold up as well over time. PDF/A takes a different approach by limiting certain elements in exchange for reliability, requiring the file to carry what it needs inside the document itself rather than relying on whichever device or software opens it later.
Embedded Fonts
PDF/A requires fonts to be embedded within the file, instead of relying on fonts installed on a computer. This helps prevent text from shifting, resizing, or overlapping in a way that makes the document difficult to read when it’s opened on a different system.
Device-Independent Color
PDF/A supports consistent color output by using standardized color profiles. This helps ensure that a document looks the same across different screens, printers, and software versions, which matters when records need to remain accurate to the original years later.
Built-In Metadata Support
PDF/A also supports structured metadata, which helps long-term records stay searchable and properly identified as archives grow. Instead of relying solely on filenames or folder locations, metadata gives records context, which makes them much easier to retrieve later on.
No Interactive Or Unstable Features
PDF/A avoids features that can create long-term problems, like encryption, scripts, embedded multimedia, and other content that relies on technology that may not be supported in the future. This helps reduce the chances of a file breaking, displaying inconsistently, or creating security concerns down the road.
What PDF/A Avoids (And Why It’s A Good Thing)
PDF/A doesn’t just add requirements, it also removes features that can potentially cause documents to fail over time. Standard PDFs can include a wide range of optional elements, but for long-term retention, those extras can create problems later on.
No Password Protection Or Encryption
Passwords get lost. Employees move on. Systems change. Even if a password is well-documented, encryption methods and security settings can fall out of fashion.
For long-term records, that creates a real possibility that a file could still exist, but no one can open it. PDF/A avoids that by not allowing encryption or password protection at all.
No Audio, Video, Or Embedded Multimedia
Embedded media relies on codecs, playback tools, and software that may not be supported years from now. Since long-term preservation depends on a document remaining readable and accessible, PDF/A excludes media features that could fail or become unavailable over time.
No JavaScript Or Executable Content
Scripts and interactive content can change how a file behaves, and they also introduce security issues. PDF/A is designed to be a static record, meaning it should open and display the same way every time, without hidden behavior or dynamic elements.
No Reliance On External Content
Preserved records shouldn’t depend on outside content to be complete. If a file relies on external references, links, or resources that disappear later, the record can lose context or function. PDF/A avoids that risk by keeping the document self-contained.
Choosing The Right Type Of PDF/A
PDF/A isn’t just one single format. There are a few versions, and each one supports a slightly different preservation need. When converting a document to PDF, the right option usually depends on whether the priority is visual accuracy, searchability, or including supporting files..
PDF/A-1b (Visual Consistency)
PDF/A-1b is one of the most common options used for long-term preservation. It focuses on keeping the document’s appearance consistent over time, so it displays the same way no matter where it’s opened.
This is a strong fit for scanned records where the priority is preserving the look of the original document.
PDF/A-2u (Searchable, Reliable Text)
PDF/A-2u is a good choice when searchability and text accuracy matter. The “u” refers to Unicode, which helps ensure text is mapped correctly for searching, copying, and long-term accessibility across different systems and languages.
This option is especially helpful when scanned documents need to function as searchable records, not just readable images.
PDF/A-3 (Supporting Files Attached)
PDF/A-3 allows additional files to be embedded inside the PDF as attachments. This is useful when a preserved record needs supporting documentation included alongside it, such as a spreadsheet, an image file, or a related technical document.
It can be a great option when keeping related files together matters, but it should be used intentionally since attachments can add complexity if they aren’t managed correctly.
Scenarios Where Digital Preservation Matters Most
PDF/A shines when records need to remain readable and dependable for many years, including when scanning historical records that need to be accessible well into the future. It’s especially useful for documents that may be needed again for audits, legal needs, or future requests. Below are a few common examples where PDF/A is the right choice.
Legal And Contract Records
Contracts and legal records often need to hold up years later without missing details or formatting issues. When something needs to be reviewed, verified, or referenced again, the document should open reliably and display consistently.
HR And Employee Files
HR records may need to be retained long after an employee leaves a business. Preserving these files properly helps ensure important documentation stays accessible and consistent over time.
Financial And Tax Documentation
Financial records and tax documentation are often stored for extended periods, and they may be needed if questions come up later. Using a preservation-friendly format supports long-term access without surprises.
Government And Public-Facing Records
Government records and public documentation are often meant to remain accessible for years. PDF/A helps support long-term storage while keeping documents readable and consistent across systems.
Insurance And Claims Documentation
Insurance records and claim files may be reviewed long after an incident occurs. Digital preservation helps ensure these documents remain dependable when they’re needed again.
Engineering And Facilities Records
Engineering and facilities documentation can stay relevant for the life of a building or asset. When project files, manuals, drawings, or reference documents need to remain usable long-term, preservation standards help keep them accessible and consistent.
Wrapping Up
When records need to hold up over time, having the right format and the right expertise in place helps ensure they remain usable and secure well into the future.
SecureScan has more than 22 years of experience working with historical collections and long-retention records for government agencies and educational institutions. That experience shapes how we approach every scanning project, including the ability to deliver files in PDF/A format as part of the digitization process when long-term preservation is a top priority.
If you have invaluable records you need to preserve and are considering going digital, we can help. Contact us today for more information or request a free scanning quote from one of our technicians to get started.