Webinar

www.pdfa.org

PDF/A for Scanned Documents

Paper Becomes Digital

Mark McKinney, LuraTech, Inc., President Armin Ortmann, LuraTech, CTO

Mark McKinney
President, LuraTech, Inc.

© 2009 PDF/A Competence Center, www.pdfa.org

Existing Solutions for Scanned Documents

www.pdfa.org

Black & White: TIFF G4 Color: Mostly JPEG, but sometimes PNG, BMP and other raster graphics formats

Often special version formats like “JPEG in TIFF” Disadvantages:

Several formats already for scanned documents Even more formats for born digital documents Loss of information, e.g. with TIFF G4 Bad image quality and huge file size, e.g. with JPEG No standardized metadata spread over all formats Not full text searchable (OCR) inside of files

Black/White: Color: - TIFF FAX G4 - TIFF
- TIFF LZW - JPEG - PDF

Mark McKinney
President, LuraTech, Inc.

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Existing Solutions for Scanned Documents

www.pdfa.org

Bad image quality vs. file size
TIFF G4
JPEG
TIFF/BMP

60 kB
23.8 MB
180 kB

Mark McKinney
President, LuraTech, Inc.

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Alternative Solution: PDF

www.pdfa.org

PDF is already widely used to:

Unify file formats

Image à PDF “Office” Documents à PDF Other sources à PDF

Create full-text searchable files Apply modern compression technology (e.g. the JPEG2000 file formats family)

Harmonize metadata

Conclusion: PDF avoids the disadvantages of the legacy formats

“So if you are already using PDF as archival format, why not use PDF/A with its many advantages?”

Mark McKinney
President, LuraTech, Inc.

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PDF/A

www.pdfa.org

What is PDF/A? • ISO 19005-1, Document Management • Electronic document file format for long-term preservation

Goals of PDF/A: • Maintain static visual representation of documents

• Consistent handing of Metadata • Option to maintain structure and semantic meaning of content

• Transparency to guarantee access • Limit the number of restrictions

Mark McKinney
President, LuraTech, Inc.

PDF/A – Full-Text Searchability (OCR)

www.pdfa.org

Benefit: Searchable at the File Level

Digital Library - “after book download” Large Manuals / Multi-Page Construction Documents Downloaded Documents from Archive Databases Documents sent to customers, suppliers, lawyers, etc. as email attachments

Mark McKinney
President, LuraTech, Inc.

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PDF/A – Enhanced Compression

www.pdfa.org

For Black & White Documents

JBIG2 - ISO/IEC 14492

Used as alternative to TIFF G4 Full and visual lossless mode Embedded in PDF/A, available in Acrobat Reader

• FAX G4
• JBIG2/lossless
• JBIG2/lossy

• 60 kB
• 46 kB
• 29 kB

Mark McKinney
President, LuraTech, Inc.

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PDF/A – Enhanced Compression

www.pdfa.org

For Color Documents

MRC Compression, also known as JPEG2000 (JPM) Splits documents in three layers to be compressed independently and stored in PDF/A

Mark McKinney
President, LuraTech, Inc.

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PDF/A – Enhanced Compression

www.pdfa.org

For Color Documents

Extreme compression, fully legible Saves the color and the visual quality

TIFF G4

• JPEG
• TIFF

PDF/A

• 23,8 MB
• 65 kB
• 60 kB
• 180 kB

Mark McKinney
President, LuraTech, Inc.

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PDF Compressor Basics: How it works

www.pdfa.org

TIFF

Network / Workflow

LuraDocument

JPEG

PDF Compressor

Scanner

PDF

Conversion and Optimization Process
Paper

Storage / ECM

Convert Scanned documents

Batch conversion “unattended” Fully automated

Mark McKinney
President, LuraTech, Inc.

Demo

www.pdfa.org

Armin, let’s have a look!

Mark McKinney
President, LuraTech, Inc.

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Question:

www.pdfa.org

PDF/A: hype or the future archiving format?

Mark McKinney
President, LuraTech, Inc.

12

PDF/A – Example e-Government

www.pdfa.org

Medical and Student Records State of New York Long-term Archive

Department of Health Department of Education

Project Outline

Previously using 1 terabyte of storage every 2 weeks Capture all documents with Scan Service Provider with Fujistu and Kodak scanners

Convert images to optimized PDF/A with LuraDocument PDF Compressor

Deliver and store PDF/A documents with ECM

Results

High compressed PDF/A files reduce storage costs and bandwidth needs by 90%

Long term readability of all files with retention time of over 40 years

Files are now available quickly for daily research AIIM 2008: Best Practices Award

Mark McKinney
President, LuraTech, Inc.

GTC West 2008: Best Solutions Award

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PDF/A – Example Credit Files

www.pdfa.org

Mailroom for credit files and international checks Example: HeLaBa (German State Bank) Mailroom

Revenue: 168B Euros Employees: 5,700

Project Outline

Convert 20 Mio. Pages paper based archive to PDF/A Convert all daily incoming mail to PDF/A Create complete electronic credit files Used tools: LuraTech PDF Compressor, Kofax Ascent, EMC Centera, Wincor Nixdorf archive:net (Taxnet)

Results

Full color scans in electronic archive High compressed PDF/A files Full text searchable credit files Long term readability of credit files

Mark McKinney
President, LuraTech, Inc.

First step on the way to single archiving format

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Billions of Pages Preserved

www.pdfa.org

Airbus (D)
Library of Congress (USA)

OCE (NL/D)
AOK (D) APO-Bank (D)
RWE Energy (D)

Bank Julius Baer (CH)

Blohm & Voss (D)
Siemens (D) Southern Nuclear (USA) Southern CA Edison (USA) West LB (D)
Bosch Rexroth (D) British Library (UK) City of Arlington (USA) City of Toronto (CA) DAK Insurance (D) Department of Defense (USA) Harvard Library (USA) Het Utrechts Archief (NL) International Labor
Sparkassen Informatik (D) State of New York (USA) Swiss RE (CH) Universa Insurance (D) Vattenfall (D)

A few of the projects that LuraTech knows about.

Organization (CH)

Mark McKinney
President, LuraTech, Inc.

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PDF/A for Scanned Documents

www.pdfa.org

Thanks your interest!
Please fill out our questionnaire.

Demo software or more information?

[email protected]

Mark McKinney
President, LuraTech, Inc.

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