When working with important documents, you’ve probably encountered both PDF and PDF/A formats. While they look identical when opened, they serve fundamentally different purposes. Understanding the distinction is crucial for legal compliance, archival purposes, and long-term document preservation.
Core Purpose: Universal Viewing vs. Long-Term Preservation
Standard PDF was designed for document viewing and sharing. Its primary goal is to ensure a document looks exactly the same on any device, operating system, or software. This makes it perfect for everyday use—contracts, reports, presentations, and manuals.
PDF/A (the “A” stands for Archival) was created specifically for long-term preservation. Its purpose is to ensure a document remains readable and looks identical decades or even centuries from now, regardless of technological changes.
Technical Deep Dive: Key Differences That Matter
Font Embedding Requirements
Standard PDF: Can use system fonts or reference external fonts. If the recipient doesn’t have the same font installed, the PDF viewer may substitute a different font.
PDF/A: All fonts must be embedded within the PDF file itself. This guarantees the document will render exactly as intended, even if the font becomes obsolete.
Color Space Restrictions
Standard PDF: Can use device-dependent color spaces (like RGB for screens, CMYK for print).
PDF/A: Requires device-independent color spaces (like sRGB, grayscale, or CMYK with specific profiles). This ensures colors remain consistent across different output devices over time.
Encryption and JavaScript
Standard PDF: Can include password protection, encryption, and JavaScript for interactive features.
PDF/A: No encryption or JavaScript allowed. Security features that could prevent future access are prohibited.
Embedded Content and Multimedia
Standard PDF: Can embed audio, video, 3D objects, and executable files.
PDF/A: No embedded executable files or content requiring external plugins. PDF/A-3 allows embedding other files, but they’re not considered part of the archival document.
Metadata Requirements
Standard PDF: Metadata is optional and can be incomplete.
PDF/A: Requires specific metadata fields (title, author, creation date) in XMP format for proper identification and cataloging.
Decision Flowchart: When to Use Standard PDF, When to Use PDF/A
Use Standard PDF When:
- Sending documents for immediate review or signature
- Creating interactive forms with calculations
- Including multimedia content (videos, audio)
- Needing password protection for sensitive information
- Creating marketing materials with special effects
- Everyday business documents not requiring long-term preservation
Use PDF/A When:
- Legal or court documents with retention requirements
- Government records and public archives
- Academic theses and dissertations
- Medical records with legal retention periods
- Technical documentation that must remain accessible
- Any document requiring guaranteed readability in 10+ years
Real-World Scenarios
Scenario 1: Legal Contract
Initial Draft & Negotiation: Standard PDF (for easy sharing and commenting)
Final Signed Version: PDF/A-2 (for archival and legal compliance)
Why: The final contract must remain exactly as signed for the duration specified by law (often 7+ years).
Scenario 2: Academic Research Paper
Working Draft: Standard PDF or Word document
Published Version: PDF/A-1
Why: Academic libraries require PDF/A for long-term preservation of scholarly work.
Scenario 3: Marketing Brochure
Always: Standard PDF
Why: Contains interactive elements, special fonts, and is designed for immediate consumption, not long-term preservation.
How to Convert Between the Formats
Converting Standard PDF to PDF/A
You have several options:
- Adobe Acrobat Pro: Use “Save As Other” → “PDF/A”
- Online Conversion Tools: Many free tools can convert PDF to PDF/A
- Specialized Software: Tools like PDF Creator or LibreOffice can export directly to PDF/A
Important: Always verify the conversion using a PDF/A validator to ensure compliance.
Converting PDF/A to Standard PDF
This is generally not recommended as it removes the archival guarantees. However, if needed:
- Open the PDF/A in any PDF editor
- Save as standard PDF
- Note that you may need to re-add any interactive features that were stripped
Common Conversion Challenges and Solutions
Challenge 1: Font Licensing Issues
Some fonts prohibit embedding. Solution: Use free, open-source fonts or convert text to outlines.
Challenge 2: Color Space Conflicts
Professional design software may use specialized color profiles. Solution: Convert to sRGB before creating PDF/A.
Challenge 3: Interactive Elements
Forms and buttons get stripped. Solution: Preserve interactive versions separately from archival versions.
Future-Proofing Your Documents
For critical documents, consider this workflow:
- Create in your preferred software
- Save as standard PDF for immediate use
- Archive as PDF/A for long-term preservation
- Store both versions with clear naming conventions
- Validate PDF/A files periodically (every 5 years)
Remember: The best time to create a PDF/A is when you first finalize the document, not years later when formats may have changed.
Need to convert your documents? Our PDF to PDF/A converter makes it simple to create archival-quality documents. For documents that need editing before conversion, try our PDF editor first.