PDF vs PDF/A: What is the Difference?

When saving a document, you might have noticed the option to save it as a "PDF/A" instead of a standard PDF. But what exactly is the difference, and why does it matter?

What is a Standard PDF?

A standard PDF (Portable Document Format) is designed to present documents consistently across different devices and operating systems. However, a standard PDF can include dynamic content like audio, video, JavaScript, and external font references. If you open a standard PDF 20 years from now, and the fonts it references are no longer available on your system, the document might look completely different.

What is PDF/A?

PDF/A is an ISO-standardized version of the PDF format specialized for use in the archiving and long-term preservation of electronic documents. The 'A' stands for Archive.

Key Rules of PDF/A:

• All fonts must be embedded: This ensures the document will look exactly the same in the future, regardless of what fonts are installed on the viewing device.
• No audio or video: Multimedia content relies on external players that might become obsolete.
• No encryption: Passwords prevent automated archiving systems from reading the file.
• Color spaces must be defined: Ensuring colors are rendered consistently over time.

When to use which?

For everyday sharing, email attachments, and printing, standard PDF is perfectly fine and usually results in a smaller file size. However, if you are saving legal documents, academic records, or any file that must be strictly preserved for years or decades, you should export it as PDF/A.