Converting to PDF/A-1a
You are advised to convert your documents to PDF/A -1A before loading into DSpace@Cambridge. PDF/A-1a is an ISO standard created for the long-term preservation of documents. Converting your document to PDF/A-1a will preserve its appearance over time, and will provide for future access and possibly migration by embedding metadata as well as defining the logical structure and semantic properties of your document.
Are there any restrictions?
- PDF/A-1a does not allow :
- any audio and video content;
- any JavaScript and executable file links within your document.
- any encryption
- All fonts are embedded within the document and this means your use of fonts is limited to those that are legally available for open, unrestricted use. Most popular fonts such as Times New Roman, Arial, or Helvetica will work but if you use other fonts you must check the converted PDF/A document. Open the document in Acrobat Reader, right click and select Document Properties, then click the Fonts tab. All the fonts listed should be labelled ‘(Embedded Subset)’
How do I convert my document to PDF/A-1a
OpenOffice
OpenOffice is free software that will produce PDF-A files This is available on the Computing Services Public Workstation Facility (PWF)
How to use
- Open a document in Writer, Calc, Draw, or Impress document.
- Click File > Export as PDF.
- Check the checkbox 'PDF/A-1a.:20?? Compliant file' is ticked
- Click the Export button.
- Add a suitable filename with the extension .pdf
- Open the document in Acrobat Reader and check that the formatting has not changed
Microsoft Word
Microsoft Word will not produce PDF/A-1a on its own but if you have Adobe Acrobat Professional installed then Word will have an ‘AdobePDF’ menu.
- Open this ‘AdobePDF’ menu and select ‘Convert to Adobe PDF’.
- Click the Options button at the lower right and then check that the ‘Create PDF/A-1a’ option is ticked
- Click ‘OK’
- Add a suitable filename and check that it has the extension .pdf
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