You've probably heard that some organizations require documents in "PDF/A format" — but what does that actually mean? And why can't you just use a regular PDF?

This guide breaks down everything you need to know about PDF/A: what it is, the different versions, who requires it, and how to create compliant documents.

What Is PDF/A?

PDF/A is an ISO-standardized subset of PDF specifically designed for long-term digital preservation. The "A" stands for "Archive."

Think of it this way: a regular PDF might rely on fonts installed on your computer, link to external websites, or contain JavaScript. These elements can break over time — fonts get discontinued, websites go offline, software stops supporting old scripts.

PDF/A eliminates these risks by requiring that everything needed to display the document is embedded directly in the file itself.

PDF/A vs Regular PDF: Key Differences

Here's what makes PDF/A different from standard PDF files:

Requirement Regular PDF PDF/A
Font embedding Optional All fonts must be embedded
Color profiles Optional Must be embedded or defined
External content links Allowed Prohibited
JavaScript Allowed Prohibited
Audio/video Allowed Prohibited (except PDF/A-3)
Encryption Allowed Prohibited
Transparency Allowed Must be flattened (PDF/A-1)

Note that PDF/A prohibits encryption — if you need to password-protect your PDF for security, you'll need to do that separately from archiving.

PDF/A Versions Explained

There are several versions of PDF/A, each with different capabilities:

PDF/A-1 (ISO 19005-1:2005)

The original standard, based on PDF 1.4. It has two conformance levels:

  • PDF/A-1a: Full accessibility features required (tagged structure, Unicode text)
  • PDF/A-1b: Basic conformance — visual appearance is preserved, but accessibility features are optional

Most organizations accept PDF/A-1b because it's easier to create and has the widest compatibility.

PDF/A-2 (ISO 19005-2:2011)

Based on PDF 1.7. Adds support for:

  • JPEG2000 compression (smaller file sizes — similar benefits to compressing PDFs)
  • Transparency (no flattening required)
  • Embedding other PDF/A files as attachments
  • Digital signatures

PDF/A-3 (ISO 19005-3:2012)

Same as PDF/A-2, but allows embedding any file type as an attachment — including Excel spreadsheets, XML data, or CAD files. Useful for e-invoicing and hybrid documents.

PDF/A-4 (ISO 19005-4:2020)

The newest version, based on PDF 2.0. Simplifies conformance levels and adds support for modern PDF features.

Who Requires PDF/A?

PDF/A isn't just a nice-to-have — many industries mandate it:

Courts and Legal Systems

Many court systems require PDF/A for electronic filing. In the US, federal courts following CM/ECF standards often specify PDF/A. The EU's e-CODEX system for cross-border legal cases requires it. Legal documents also often need redaction of sensitive information before submission.

Government Agencies

National archives worldwide use PDF/A for permanent records. The US National Archives, UK National Archives, and EU institutions all specify PDF/A for official documents.

Healthcare

Medical records must remain readable for decades. HIPAA doesn't explicitly require PDF/A, but many healthcare organizations adopt it to ensure long-term accessibility of patient files.

Financial Services

Banking regulations often require document retention for 7+ years. PDF/A ensures audit trails and compliance records remain intact and unmodified. Many financial documents also benefit from digital signatures for authentication.

Engineering and Construction

Building plans, permits, and engineering documents may need to be referenced 50+ years later. PDF/A-3 is popular here because it allows embedding original CAD files.

How to Check If a PDF Is PDF/A Compliant

Not sure if your document meets the standard? Here are some ways to check:

  • Adobe Acrobat Pro: Open the file, go to File → Properties → Description. Look for "PDF/A" in the format field.
  • Free online validators: Tools like veraPDF can validate files against specific PDF/A versions.
  • File metadata: PDF/A files contain XMP metadata declaring their conformance level.

Common Issues When Converting to PDF/A

Conversion isn't always seamless. Watch out for these problems:

Missing Fonts

If your original PDF uses fonts that aren't embedded, the converter needs access to those fonts — or it will substitute them, potentially changing how text looks.

Transparency Flattening

PDF/A-1 doesn't support transparency. If your document has drop shadows, semi-transparent images, or layered graphics, they'll be flattened. This usually looks fine, but complex designs might shift slightly.

Form Fields

Interactive form fields may be flattened (filled values become static text). If you need editable forms, make sure to fill them out before converting. You can use our online PDF editor to fill forms before archiving.

RGB vs CMYK Colors

PDF/A requires defined color spaces. Some converters will embed an sRGB profile, which can slightly shift colors in print-oriented documents.

Corrupted Source Files

If your original PDF has issues, conversion may fail. Try repairing the PDF first before attempting PDF/A conversion.

How to Create PDF/A Documents

You have several options:

Convert Existing PDFs

The fastest method for documents you already have. Upload your PDF to a converter, select your target PDF/A version, and download the compliant file. Try our free PDF to PDF/A converter — it handles font embedding, color profiles, and validation automatically.

Export Directly from Software

Many applications can create PDF/A directly:

  • Microsoft Word: Save As → PDF → Options → "ISO 19005-1 compliant (PDF/A)" — or see our guide on converting Word to PDF
  • LibreOffice: Export as PDF → check "Archive PDF/A-1a"
  • PowerPoint: Similar process — check our PowerPoint to PDF guide

Scan Directly to PDF/A

Many enterprise scanners and scanning software can output PDF/A directly. For scanned documents, consider running OCR to make the text searchable before archiving — this makes the document much more useful for future reference.

Preparing Documents Before Archiving

Before converting to PDF/A, consider these preparation steps:

Best Practices for PDF/A Archiving

  • Choose the right version: PDF/A-1b for maximum compatibility, PDF/A-2b for modern features, PDF/A-3 if you need attachments
  • Validate before archiving: Run your files through a validator to catch issues early
  • Keep original source files: Store your Word docs, InDesign files, etc. alongside PDF/A versions in case you need to regenerate
  • Document your process: For compliance purposes, record what converter you used and when

Related Guides

Learn more about working with PDFs:

Summary

PDF/A is the international standard for long-term document archiving. It ensures your files remain readable, visually accurate, and legally valid for decades — regardless of what software or operating systems exist in the future.

Whether you're filing court documents, archiving patient records, or storing contracts, converting to PDF/A protects your documents against technology changes.

Need to convert a document for archiving? Use our free PDF to PDF/A converter — it's fast, private, and ISO-compliant.