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PDF/A: It’s More Than You Think

Miqdad JafferProduct ManagerAdlib Software

Miqdad is a Product Manager at Adlib, where he is responsible for the vision and direction of Adlib PDF, ensuring that market requirements find their way into the product. He graduated from the University of Ottawa in 2007 with a degree in Software Engineering, and comes to Adlib after 8 years in the utilities industry where he started as a software developer, and moved into a product management role for the last 4 years. He comes  with ample experience in enterprise and customer-facing applications

Roger Beharry LallDirector, Market Strategy & ResearchAdlib Software

With a broad background in technology and innovation, Roger has been a strategic B2B marketer for over 15 years working with IBM, BlackBerry (Research in Motion), and other global vendors and systems integrators.

An AIIM Certified ECM Practitioner, Roger is passionate about how Advanced Rendering technologies bring business value to diverse organizational processes.

Meet today’s speakers!

© ADLIB 2011. THIS SLIDE PRESENTATION CONTAINS PROPRIETARY AND/OR CONFIDENTIAL INFORMATION.

PDF/A: It’s More Than You ThinkRoger Beharry LallDirector, Market Strategy & Research

Miqdad JafferProduct Manager

How Long is ‘Long Term’

Archiving Compliance Fines 2009-2013

. Source: OpenText

• MetLife was fined $1.2 million for improper email archive monitoring Piper Jaffray was fined $700,000 for improper retention of email

• LPL Financial was fined $9 million for email system failures and compliance with FINRA.

• ING was fined $1.2 million for improper email retention and failure to comply with FINRA.

• Barclays was fined $3.5 million for email retention failures.

• EU Data Protection Regulation: fines up to €100m• A federal court sanctioned the government (VA) for failing to meet its

duty to preserve web content for a $32 million

Reducing Risk through Effective Archiving

Source: Gartner: Best Practices for Using Email Archiving, Sept 2012; IBM Corproiation 2014

Long Term Preservation Options/Challenges

Source Formats

Viewers

Storage Formats

Regulatory Requirements

Financial Constraints

Put in the simplest possible terms, PDF/A is a PDF which forbids certain functions which could hinder long-term archiving.

PDF/A also demands that the file meet certain requirements which guarantee reliable reproduction. 19005

What is PDF/A?

http://tinyurl.com/pdfa-short

PDF/A: PDF for Archive ISO Standard• Open, democratic, non-proprietary, ISO Standard • Non hierarchical standards family including:

PDF/A-1, PDF/A-2, & PDF/A-3• PDF/A supports many ‘robust’ features:

bookmarks, links, annotations, metadata, searchable text, vector graphics, etc.

• PDF/A allows for inclusion of the source file as an embedded attachment.

• Maximizing the long-term value of information assets

• However, there are consideration: Size impact, PDF repair-ability,

PDF/A – Technical Definition

PDF/A-3uVersion

(1, 2 or 3)Conformance

Level(a, b or u)

How to recognize a PDF/A:

PDF/A Versions

• Introduced in 2005, Based on Adobe’s PDF 1.4.• Represents the first ISO Standard for Long-Term Archiving, ISO 19005-1

PDF/A-1

• Introduced in 2011, based on ISO PDF 1.7• Relaxes restrictions such as Transparencies, JPEG2000 compression and allows PDF/A

Attachments

PDF/A-2

• Introduced in 2012, based on ISO PDF 1.7• Same as PDF/A-2 but allows for arbitrary attachments

PDF/A-3

PDF/A – Conformance Levels

• PDF/A-1b - Ensure the reliable reproduction of the visual appearance of the document.

B (Basic)

• PDF/A-1a - Ensure that document content is able to be searched and repurposed.

A (Accessible/Advanced)

• PDF/A-2u - Level B conformance PLUS• All text in the document must have Unicode mapping

U (Unicode)

Introduced with PDF/A-2 as not all users who need Unicode support needed all of the strict rules of level A conformance.

Hash DeDuplication

Text DeDuplication

Image DeDup

Powered By:

Optimizing Storage & Delivery

• The average organization is generating up to 15 petabytes of content per day.

• This results in an average cost of $10-$15k per TB of storage per year

• Beyond storage, documents must be delivered effeciently via email, web, mobile, etc. Smaller files require less bandwidth.

Dealing with Diverse/Multiple Formats

• Over 400 file types From Ami Draw to XyWrite HP Graphics, IBM writing assistant, Kodak Flash Pix, Lotus 1-2-3, Corel

Word Perfect, Crystal Reports, Open Office, etc.

• Reduce dependency on native/legacy software

Quotation Number

Ship To: Ministry of Defence #: 000F1806042011ATTN: Mr. John Doe

P.O. DATE F.O.B. POINT TERMS

QTY UNIT PRICE TOTAL

22 $2,400,000.00

22 $125,000.00

22 $25,000.00

22 $750,000.00

$0.00

$0.00

SUBTOTAL $3,300,000.00

HST $429,000.00

TOTAL (US) $3,729,000.00

4. Send all correspondence to :

Adlib Software

215-3228 South Service Road

Burlington, Ontario. L7N 3H8

Phone: 905-631-2875Fax: 905-639-3540

Authorized by Date

123 Compliance Street San Francisco, CA 94114, USA

Phone: 415 555 12125

REQUISITIONER SHIPPED VIA

DESCRIPTION

ECT F/A-18 Upgrade Kits

Installation

Quality Assurance - Air Stress Test and Diagnostic

Annual Maintenance Agreement

System Integration & Shared Services

Search Enabled Documents

Achieving PDF Archiving Through Rules

ECM document metadata

Regulatory agencies PDF specification rules

Centralized Rules Mgm’t

IF Regulatory Agency = “FDA”THEN Page Size = Letter

IF Regulatory Agency = “EMA”THEN Page Size = A4…

Compliant & Secure

Befo

re

Aft

er

SearchableAutomatedReduce Storage

Volume

MINUTES

DAYS

PDF TherapyExplore Your Archiving Requirements

• PDF Therapy is ideal if your organization: o Has multiple functional groups with unique demands

or isolated solutionso Has large volumes or diverse document o Needs to improve/automate the archiving

of high-value content

Discovery

Discussion

Delivery

For more information:

www.adlibsoftware.com

Product Info or PDF Therapy Inquiry:sales@adlibsoftware.com

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Twitter @adlibsoftware

Linkedin.com/companies/adlib-software

Q&A