4th International PDF/A Conference PDF/A Forever Long-Term Archiving with PDF ■ What you need to know about PDF/A and PDF/A-2 ■ Legal Certainty ■ Accessibility and Metadata ■ Archives & Libraries ■ Public Administration ■ Business to Consumer 4th International PDF/A Conference PDF/A Forever Long-Term Archiving with PDF ISBN: 978-3-9813077-3-3 Bibliographic information published by Die Deutsche Bibliothek Die Deutsche Bibliothek lists this publication in the Deutsche Nationalbibliografie. Detailed bibliographic data is available at <http://dnb.ddb.de>. This work and all its parts are protected by copyright. All rights, including translation, reproduction, presentation, use of illustrations and tables, radio broad- casting, microfilming, any other means of replication, and storage in data processing systems, are reserved. This also applies to extracts. Any replication of this work or of parts thereof, even in isolated cases, is only permissible in accordance with the currently valid version of the German copyright legislation of Sep- tember 9th 1965. A copyright fee must always be paid. Violations fall under the prosecution act of German Copyright Law. © 2010 Published by Association for Digital Document Standards ADDS – PDF/A Competence Center, Berlin Published by Association for Digital Document Standards ADDS – PDF/A Competence Center, Berlin – www.pdfa.org Translation: © 2010 Association for Digital Document Standards ADDS – PDF/A Competence Center, Berlin Printed in Germany The use of general descriptive names, trade names, trademarks, and so on, in this publication, even if not specifically identified, does not imply that these names are not protected by the relevant laws and regulations or that they can be used by anyone. Layout, design, composition and cover design: Alexandra Oettler; cover photo: Andrea Cabibbo Printing: Galrev Druck- und Verlagsgesellschaft Hesse & Partner OHG 2 PDF/A Forever Preface Rome – Can you think of a better place for a conference The formal name of the PDF/A on long-term archiving than the Eternal City? We are Competence Center is the “Associa- pleased to conduct our 4th International PDF/A Confer- tion for Digital Document Stand- ence in Rome and hope we have organised an interesting ards” (ADDS). This name was chosen program and event in cooperation with our Italian part- intentionally; we always planned to ner, 4IT Group. extend our scope when appropriate. “All roads lead to Rome”, and we have come a long Rome will likely be the starting point. way getting here. The PDF/A standard was published by For this conference, our focus re- the ISO five years ago in the fall of 2005. Since then, mains on PDF/A, and there have been users in different countries and various industries have many developments! The next part of PDF/A, PDF/A-2, recognised the benefits of PDF/A as it definitely helps was technically completed in the summer of 2010. The them meet requirements in the digital world for safe formal ISO process leading to publication will still take long-term archiving and guaranteed access to docu- several months. Approximately five years after the first ments. standard was released, the new part incorporating tech- The PDF/A Competence Center was founded in the nological enhancements and reflecting practical experi- fall of 2006 and, due to the large interest, has over 100 ence will be published. Therefore, PDF/A-2 is a central members today. The information about PDF/A that we topic of this PDF/A Conference! make available, with technical explanations and applica- We would especially like to thank our partner, 4IT tion scenarios, has helped to turn a “formal ISO paper Group, who have done a tremendous job in planning, standard” into a well understood and accepted docu- promoting and organising the 4th International PDF/A ment format in the real world. The first phase was to pro- Conference. Furthermore, we would like to say thank- vide information about PDF/A in German-speaking you to the authors of these interesting articles, and to the countries, and then the scope was extended internation- organizers and helpers who have played a part in arrang- ally and to sector-specific topics. Today there are numer- ing this compendium. ous active country chapters which provide additional When the 4th International PDF/A Conference is information on a local level, e.g. in Italy, Germany, history, this Conference Proceedings will also remain France, BeNeLux, the US and the UK. forever – as a PDF/A file! Experience gained in deploying PDF/A solutions has produced benefits in many different sectors, including banking, insurance and engineering. Governmental or- Rome, September 2010 ganizations, archives and libraries now recommend the Harald Grumser use of PDF/A, or even require it through legislation. PDF/A Competence Center “Mission Accomplished”, you might think? Chairman of the Board In Europe, PDF/A has achieved widespread usage and the PDF/A Competence Center has contributed exten- sively in bringing it forward. While “invented” in the US, the adoption of PDF/A there is much slower than in Europe, and Asia is still in the preliminary phases. There are still many things to learn about applying PDF/A in various industries. PDF/A Forever 3 Table of Contents Table of Contents Forewords Betsy A. Fanning, AIIM 8 Massimo Maronati, ANORC 8 Hanns Köhler-Krüner, cdm Europe 9 Michael Fray, DIMO 9 Keynotes PDF/A Making Inroads in the USA 10 Stephen Levenson, US District Courts and Convener of the ISO PDF/A Committee PDF/A-2 – Technical Overview 12 Olaf Drümmer, callas software, Managing Director; Board, PDF/A Competence Center Receiving Deeds in PDF/A Streamlines Public Administration 17 Michele Piva, Infocamere Italian IT network CGN enables 20,000 Professionals to Submit PDF/A-Deeds 19 Andrea Cappellato, CGN Donato Stellabotte, Technosolutions Track 1: What You Need to Know About PDF/A and PDF/A-2 Session Intro – Track 1: What You Need to Know About PDF/A and PDF/A-2 21 Johannes Hesel, Board, PDF/A Competence Center PDF/A 101 – Introduction to PDF/A 22 Raffaele Bernardinello, ICT Director, C.M. Trading S.r.l. PDF/A from Document Management to Graphic Arts 24 Alessandro Beltrami, Consultant, TechnoSolutions srl Scan to PDF/A with OCR – Paper Becomes Digital 26 Carsten Heiermann, President, LuraTech Europe GmbH 4 PDF/A Forever Table of Contents Archiving Digital Documents – Conversion of Digital-born Documents to PDF/A 31 Dr. Hans Bärfuss, CEO of PDF Tools AG and Vice-Chairman of the PDF/A Competence Center Track 2: Legal Certainty Session Intro – Track 2: Legal Certainty 39 Dr. Bernd Wild, Board, PDF/A Competence Center Electronic Invoices as PDF/A With Respect to Italian Legal Requirements 40 Domenico Barile, E-Mission S.r.l Reproducibility of Archived Documents 45 François Fernandes, levigo solutions GmbH Archiving E-mails with PDF/A 48 Dr. Bernd Wild, intarsys consulting GmbH, Board, PDF/A Competence Center Track 3: Metadata and PDF/A Session Intro – Track 3: Accessibility and Metadata 52 Olaf Drümmer, Board, PDF/A Competence Center Accessibility in PDF and Elsewhere 53 David Hook, Director Product Management, Crawford Technologies Accessibility – What PDF/A-1a Really Means 57 Duff Johnson, CEO Appligent Document Solutions XMP Metadata Primer 61 Olaf Drümmer, callas software, Managing Director; Board, PDF/A Competence Center The Knowledge Map: How to Take Advantage of XMP Metadata 63 Manuel Brunner, Head of Projects and Services, Intrafind AG PDF/A Forever 5 Table of Contents Track A: Archives and Libraries Session Intro – Track A: Archives and Libraries 66 Thomas Zellmann, PDF/A Competence Center, Managing Director Relevance of PDF/A in Archives & Libraries/Digital Preservation 67 Hans-Joachim Hübner, Satz-Rechen-Zentrum Hartmann + Heenemann GmbH & Co. KG Website Archiving to PDF/A – Customer Story: UBS 70 Rolf Günter, Head of Business Development, Sales and Marketing, PDF Tools AG nestor – the German Network of Expertise for Digital Preservation 72 Natascha Schumann, nestor – Kompetenznetzwerk Langzeitarchivierung Track B: Public Administration Session Intro – Track B: Public Administration 74 Bernd Wild, Board, PDF/A Competence Center PDF/A at the Road and Transport Authority of Dubai 75 Sanat Kulkarni, eDocuMAN Fz LLC PDF/A and Records Management in the Netherlands 76 Dominique Hermans, Owner of DO Consultancy 6 PDF/A Forever Table of Contents Track C: Business to Consumer Session Intro – Track C: Business to Consumer 78 Harald Grumser, PDF/A Competence Center, Chairman SAP and PDF/A – PDF/A in Product Life Cycle 79 Dr. Uwe Wächter, Product Manager PDF Technologies, SEAL Systems AG Optimising PDF/A Documents for Large Archives 83 Harald Grumser, CEO, Compart AG and Chairman of the PDF/A Competence Center Promotional Contributions of our Sponsors and Exhibitors Exhibitor: 4IT Group, Italy 87 callas software: A Core Provider of PDF/A Technology and Solutions 90 Content and Document Management Europe Limited (cdm Europe) 94 Crawford Technologies – High-Volume Transactional Output Software 95 Exhibitor: Digital Planet, Turkey 98 intarsys – Electronic Signature and PDF/A 99 IntraFind AG – Specialist for Information Retrieval 102 LuraTech – Document Conversion Software 104 SEAL Systems – The Digital Paper Factory 107 About Us About the Authors 110 About the PDF/A Competence Center 116 PDF/A Forever 7 Forewords It is encouraging to see the continued ments or e-paper. With part two of the standard, we are adoption of the PDF/A standard, ISO continuing to address static documents while updating 19005-1: 2005, Document manage- the standard to comply with ISO 32000-1, the PDF stan- ment – Electronic document file for- dard, and enhancing a few of the features of a PDF/A mat for long-term preservation – Part file. In response to the many requests for the ability to 1: Use of PDF 1.4 (PDF/A-1).