Why the PDF Archival Format is Ideal for Organizations
PDF has long been accepted as the standard for sharing data across multi-user intensive networks like the Internet. With the introduction of the PDF/A data container, a recent study revealed that the PDF archival format is ideal for implementation in most organizations. This assumption is based on the findings that approximately 90 percent of organizations are already relying on the PDF standard to store scanned paper documents. Likewise, about 89 percent of these organizations convert their computer files to the PDF standard for archiving and easier distribution. To assist these organizations and make their archive process more effective, the PDF archival format will be introduced to them. The PDF archival format which is founded on the standard PDF structure is designed primarily to be used as a long-term data storage solution. Despite the growing computerization globally, organizations remain 100 percent paper dependent. However, when it comes to fields like forecasting, paper usage dropped sharply while use of archive materials significantly rose. In this context, by using PDF archival format, organizations will be assured that even in the future, readability and quality of archives will never be an issue.
Traditional Archiving and the PDF Archival Format
One of the earliest and dependable forms of archiving is the use of microfilm. In this process, data is stored in microfilms which require an accompanying machine to allow the user to access its contents. This is a dependable way of storing data with the drawback being the decrease in the quality of the microfilm through the years. It is not surprising that about 43 percent of organizations still rely on this archiving method. The PDF archival format on the other hand taps on existing technology. It builds on the current and previous PDF formats, to allow for the creation of an archive document that can be accessed even in future dates with very limited degradation if any. The acceptance of the PDF archival format in most organizations is mainly due to the acceptance and usage of the PDF file type. The PDF file format is used in numerous data sharing applications, as well as uploading information to various servers. By using the PDF archival format, end users can be assured that scanned paper documents will maintain their quality throughout the years in a manner as close to its source as possible.
Equipping Organizations with the PDF Archival Format
After the ISO declared the PDF/A as a document standard in 2005, it has been increasingly deployed in various organizations. This PDF archival format provides the user with an option of using various compressed formats as a wrapper for the scanned image. Since it is widely presented by its proponents as an ideal archiving process, the PDF archival format can be easily deployed in organizations through a series of training programs. AIIM for one is implementing a certificate training program to make sure that organizations maximize the benefits of the PDF archival format. The training covers different facets of electronic data archiving like records management, preservation techniques, and retention schedule among others.