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Do PDF/A and Enterprise Content Management Systems
Complement Each Other (Perfectly)?

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Do PDF/A and Enterprise Content Management Systems
Complement Each Other (Perfectly)?

There are numerous tools on the market, including freeware,
with which users can create PDFs and store them in ECM systems.

But are the results of this always satisfactory?

by

Dietrich von Seggern
Managing Director, callas software, Germany,

Kent Åberg
Founder and Managing Director, NewFormat AB, Sweden

(Join the callas software blog for PDF professionals!)


    Not all tools do create PDF/A compliant files suitable for storing in ECM systems

    There are numerous tools on the market, including freeware,
    with which users can create PDFs and store them in ECM systems.
    But are the results of this always satisfactory?

    It can in fact happen that a certain PDF file can be opened with
    one PDF-reader and not with another.

    In addition, the original PDF format is not suitable for long-term archiving.
    Invoices or other documents that have to be stored for decades
    should therefore be stored in PDF/A format in the ECM system.

    Numerous ECM providers, therefore, already integrate callas software
    PDF/A technology as SDK (Software Development Kit).
    Their users can then - integrated into their document processes -
    create PDF/A files or check their conformity:

PDF/A-1 logo

PDF/A-1: No attachments allowed.



PDF/A-2 logo

PDF/A-2: Attachments as PDF/A allowed.



PDF/A-3 logo

PDF/A-3: Attachments in arbitrary formats - PDF/A and others - are allowed.


    It is relatively new that here also the somewhat special PDF/A-3 format
    is used and thus enriches the scope of services of the ECM system.
    The special feature of PDF/A-3 is that this standard part enables
    the embedding of any document in a PDF/A file.
    The PDF thus becomes a kind of "ZIP archive with user interface".
    Thus, users can elegantly combine several documents in one file.

    PDF/A-3 is useful for hybrid archiving, i.e. combining the source document
    like an Office file with the associated PDF/A file.
    Emails with business-critical content that are worth
    keeping are rendered with callas software technology.
    In a PDF/A-3 file, the original email can then be stored in
    the ECM system together with its archivable counterpart
    in a revision-proof manner.

    Another example is the storage of invoices.
    Information that an OCR processor reads from an invoice can be stored
    in a separate file and archived together with the invoice in a PDF/A-3 file.
    PDF/A-3 can also be used to elegantly compile files, such as
    documents and drawings that are created within a project.

    Another example of its application is the generation and
    processing of ZUGFeRD invoices.
    For incoming invoices, callas pdfaPilot automatically extracts
    the contained invoice data in XML format and forwards them
    to systems for processing.
    The PDF/A invoice is then stored in the ECM system.

    PDF/A and especially PDF/A-3 and ECM complement each other perfectly.
    PDF/A-3 can additionally increase the benefits of digital processes, since
    connections between documents can also be displayed outside the ECM system.

    There are numerous advantages in using the PDF/A format for
    ECM users with regard to document management and distribution.
    In addition, it is ensured that the PDF files stored in
    the ECM system can be reproduced at any time.



More information

Or click on / download below listed booklet and folder:
PDF/A in a Nutshell 2.0 - Front Cover - Picture     PDF/A Flyer Front Cover - Picture




    Specialized tools supporting PDF/A

    For full information on a specific tool, download of free trials, tutorials, ...
    recorded demonstrations, etc., click on the preferred tool below.


    Tools for creation of PDF/A documents
    for long-term preservation and archiving:


    Other free tools supporting PDF/A:



For more information contact NewFormat


NewFormat AB
Smörblommegränd 14, SE-165 72 Hässelby (Stockholm), Sweden
tel:+46 (0)70 631 53 01

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