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Webinar Series of the PDF/A Competence Center

www.pdfa.org

PDF/A
in the Product Lifecycle
Requirements of the Engineering to PDF/A

Johannes Hesel, VP Business Development


Torsten Pfeiffer, Sales Manager

SEAL Systems AG, Rttenbach


Johannes Hesel

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


www.pdfa.org

What is PDF/A?

Johannes Hesel
ISO Standard PDF/A
www.pdfa.org

ISO 19005-1 (September 2005)


Based on PDF 1.4
Distributed by www.iso.org or www.aiim.org

Level of the standard


PDF/A 1b: sufficient for secure reproduction
PDF/A 1a: full conformity
additional methods for access to parts of the content
e.g. text) and structural information for export, reuse,
search und accessibility

ISO 32000 (July 2008)


Based on PDF reference 1.7

ISO 19005-2 (2010)


Will be based on ISO 32000

Johannes Hesel
PDF/A Standard
www.pdfa.org

Hyperlinks Security
Fonts

Macros

Bookmarks
PDF/A Std.
Fonts

Colors
Images/
Compressions

Multimedia

The archived document shall


be device independend
include all necessary contents
describe itself
Johannes Hesel free to use
PDF/A The most important
Agreements and Restrictions
www.pdfa.org

Limited to PDF-Version 1.4 (=Acrobat 1.5)

Selected compression methods

Font types, embedding, metrics

Character coding, Unicode

Reduced colour spaces

Johannes Hesel
PDF/A
Agreements and Restrictions
www.pdfa.org

Transparencies are not allowed

Limited hyperlinks and actions

Embedded objects

Metadata / XML usage mandatory

Contents

Johannes Hesel
www.pdfa.org

What is PDF/A?

Motivation

Johannes Hesel
1st Customer Scenario
www.pdfa.org

Automatic creation of complex product


documentations, based on existing PDF
documents stored in the PDM/DMS system

Check out of Create Create Calculate Delete existing


the documents title page CE certificate page numbers table of contents Insert empty pages
in front of
new chapters for
duplex printing

Read bookmarks

Create new
table of contents

Check-In of Encrypt Create new Stamp new Merge documents


The documents documents bookmarks pagenumbers

Johannes Hesel
Runtime errors just in the publishing process are
caused by some of the documents which are not
convertable
2nd Customer Scenario
www.pdfa.org

Production shop papers are distributed by viewing


and printing processes to the users

Unable to interpret the embedded fonts WONGT + TTAD6o00. Some characters might not
be shown correct!

Johannes Hesel
Sporadically documents with errors are popping
up. These documents can be quite old.
3rd Customer Scenario
www.pdfa.org

Due to product lifecycles of up to 100 years in the


aerospace industry, the document readability has
to be guaranteed over the same period.

Processes and formats need to be identified for


this requirement
Johannes Hesel
Why to use PDF/A in the engineering?
www.pdfa.org

Compliancy
ISO, DIN
FDA Design Production After Market

FAA CRM

SCM
Process security PLM
Production
Maintenance Start of Start of End of End of


Product production production product
Purchasing definition

Document accessibility
Long term oriented
From every authorized person

Johannes Hesel
www.pdfa.org

What is PDF/A?

Motivation

How do I get PDF/A ?

Johannes Hesel
Document Classification
www.pdfa.org

e
1 2 3
FF DF GL ord cel PT am r 4
D D D I P HP W Ex P Fr ake ST
CA CA CA T
M

Creation

own

external

Johannes Hesel Applications


PDF/A Validation and Conversion Workflow
www.pdfa.org

Rules Rules

not Proto- Proto-


conform coll coll
Validation
Conversion
PDF
conform PDF/A

From PDF to PDF/A

Johannes Hesel
PDF/A Check- and Adjust Workflow for SAP DMS

www.pdfa.org

SAP
Loader CV0X Other

DMS Conversion Before Easy


Server CheckIn DMS

Existing PDFs

PDF PDF/A +
Protocol
PDF/A
Check
Check ? Convert
Convert ?
Protocol

Protocol

Johannes Hesel
Interactive Check-In into SAP DMS

www.pdfa.org

1. Check-In 3. Protocoll
2. Result
Johannes Hesel
Viewing of the check protocoll

www.pdfa.org

Johannes Hesel
One input two outputs
www.pdfa.org
Specific Settings

Save original Yes

Save protocol Yes

Original application PDF


PDF
Target application PDF/A

Level of acceptance OK

Validation N
OK ? Conversion

Y Validation N
OK ?

PDF/A PDF/A PDF


Original

Additional PROT PROT PROT


file 1

Additional PDF PDF


File 2
Johannes Hesel
Document Classification
www.pdfa.org

e
1 2 3
FF DF GL ord cel PT am r 4
D D D I P HP W Ex P Fr ake ST
CA CA CA T
M

Creation

own

external

Johannes Hesel Applications


PDF creation out of the applications

www.pdfa.org

Tiff CAD Office

XLS2PDFA
TIFF2PDF/A HPGL2PDF/A Validation
DOC2PDFA

Conversion

PDF

Johannes Hesel
Automatic PDF/A Creation
www.pdfa.org

Interactive creation by the user with application


drivers
Not secure
Requires high quality drivers for each application

Process: Print Approval - Scan


Time consuming
Expensive
Not secure

Automatic creation with conversion servers and


application converters, triggered by the DMS
Fast DOC, XLS, PPT, DWG,
Cheap
DMS Conversion
PDF/A Server
Johannes Hesel
www.pdfa.org

What is PDF/A?

Motivation

How do I get PDF/A ?

Which problems can pop up?

Johannes Hesel
The most typical technical problems
www.pdfa.org

The most important discrepancies

Metadata
Fonts
Colour model
Protections
Other

Johannes Hesel
The most typical legal problems
www.pdfa.org

You do not have the copyright

Non conform documents are already released

Rejection of documents is not possible

Personal Responsibilities and Authorisations are


not clear

Johannes Hesel
www.pdfa.org

What is PDF/A?

Motivation

How do I get PDF/A ?

Which problems can pop up?

How should I setup a PDF/A


implementation project ?
Johannes Hesel
Project plan of a PDF/A migration
www.pdfa.org

External Creation

Existing
Existing Documents
Documents

Office
Office

CAD

Switching
point

Raster Archive

PDF
PDF Archive
Archive

Johannes Hesel
No offline time for a migration!
What else should be thought about?
www.pdfa.org

Plan multiple PDF qualities

Store the original files

Switch after the own creation processes are


migrated

Train the users

Johannes Hesel
www.pdfa.org

What is PDF/A?

Motivation

How do I get PDF/A ?

Which problems can pop up?

How should I setup a PDF/A


implementation project ?
Johannes Hesel

Summary
Summary
www.pdfa.org

PDF/A is able to replace the well known TIFF


format as long term archiving format

It combines the advantages of PDF (full text


retrival, colour, ) and TIFF (reliable
reproduction)

Solutions for the direct creation of PDF/A from


any application are available

Solutions for the conversion of PDF documents to


PDF/A are available

Integrated and automatic processes increase the


process security

PDF/A is the answer for long term


Johannes Hesel archiving in the product life cycle
Your Benefits!
www.pdfa.org

Secure processes

Satisfied users

Satisfied customers

Johannes Hesel
Security for the worst case
Additional Information
www.pdfa.org

Flyers for relevant products

Publications "PDF/A a norm for archiving

"PDF/A Companies should now change the


archiving strategy

Publication A statement for generations"

Success Story "Giesecke & Devrient: Securtiy


and Progress
From TIFF/G4 to PDF/A

Secure Documents

and more information is available on our


homepage at

Johannes Hesel
www.pdfforever.com and at www.pdfa.org
Additional Information
www.pdfa.org

3rd
rd International PDF/A Conference
Berlin,
Berlin, June
June 17-19th,
17-19th, 2009
2009

www.pdfa.org
www.pdfa.org

Johannes Hesel
Contact us for your questions!
www.pdfa.org

SEAL Systems AG
Arheilger Weg 17
D-64380 Rodorf
www.sealsystems.de
:
F/A
out P
D
r . c om Johannes Hesel
b e
Info
sa
fforev Telefon +49 (0) 6154/637-371
p d Mobile +49 (0) 151/1400 3227
w.
ww Ce nter: Fax +49 (0) 6154/637-399
johannes.hesel@sealsystems.de
ence
pe t rg
F/A
Com df a.o
. p
PD
w ww SEAL Systems AG
Lohmhlweg 4
D-91341 Rttenbach
www.sealsystems.de

Torsten Pfeiffer
Telefon +49 (0) 9195/926-193
Mobile +49 (0) 160/5312054
Fax +49 (0) 9195/1739
Johannes Hesel
torsten.pfeiffer@sealsystems.de

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