Use case
PDF vs PDF/A: Which One for Archiving?
Understand when to use standard PDF versus PDF/A and how to convert documents for archival and compliance workflows.
Implementation guidance
Standard PDF is flexible and supports interactive features, while PDF/A is designed for long-term preservation. In archival workflows, consistency and future readability matter more than interactivity.
Organizations choose PDF/A for records management because it favors embedded resources and predictable rendering over features that can break over time. This is especially common in public sector, legal, and documentation-heavy industries.
If your process requires archival compliance, convert final documents to PDF/A and validate output before storage.
Step-by-step workflow
4 steps- 1Identify documents that require long-term retention.
- 2Convert source PDFs using PDF to PDF/A.
- 3Review output for readability and metadata completeness.
- 4Store archive-ready files in your records system.
FAQ
When should I use PDF/A instead of normal PDF?
Use PDF/A when archival compliance and long-term readability are required.
Does PDF/A support all PDF features?
No. PDF/A restricts some interactive features to improve preservation reliability.
Can I convert old PDFs to PDF/A in bulk?
Yes, but review outputs when files include complex media or non-standard fonts.
Is PDF/A needed for every document?
No. It is most useful for records with legal, compliance, or historical retention needs.