What Is PDF/A? When Is It Required?

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PDF/A in a nutshell

PDF/A is a version of PDF designed for long-term archiving: a file that needs to look exactly the same decades from now in any program, without relying on external resources. The standard is international (ISO 19005) and includes versions such as PDF/A-1, PDF/A-2, and PDF/A-3, with letters indicating the level of requirements, such as PDF/A-1b or PDF/A-2b.

Visually, a PDF/A looks just like a regular PDF. The difference is in the rules it has to follow behind the scenes.

What PDF/A requires and prohibits

Embedded fonts: All fonts used must be included in the file so the text looks the same on another computer.
No encryption: The file can't have an opening password or permissions password. A locked file could become unreadable if the password is lost.
No dynamic content: No embedded JavaScript, audio, or video, and no links to external fonts or images.
Defined colors: Colors must have a profile that ensures they look the same on any screen or printer.
Standardized metadata: The title, author, and other details must use a format that archiving systems can read.

Who requires PDF/A?

PDF/A is commonly used for public records, notary offices, universities (for archiving theses and dissertations in repositories), and some electronic case management and procurement systems. Requirements vary by system: one court may accept searchable PDFs, while another may require PDF/A. Check the system's manual or rules before submitting your file.

If PDF/A isn't specifically required, a properly created standard PDF is sufficient for most everyday submissions.

How to create a PDF/A in Word and LibreOffice

Microsoft Word (Windows): File › Save As › choose PDF as the file type › click Options and select ISO 19005-1 compliant (PDF/A). Save the file.
LibreOffice Writer: File › Export As › Export as PDF › on the General tab, select Archive (PDF/A, ISO 19005) and choose the required version.
Google Docs: PDF downloads don't include a PDF/A option. Download the file as .docx, then create the PDF/A in Word or LibreOffice.

Standard online conversion tools, such as Word to PDF, create regular PDFs that work for most purposes but don't guarantee PDF/A compliance. If PDF/A is required, use a word processor as described above.

What to watch out for after creating the file

A PDF/A can lose its compliance if you edit it with tools that don't preserve the standard's requirements. Here are a few examples:

Password-protecting the file breaks compliance because PDF/A doesn't allow encryption.
Compressing the file can re-encode images and fonts. With Compress PDF, lossy modes turn pages into optimized images, making the text unselectable. If you need to reduce a PDF/A file, it's best to recreate it in your editor with smaller images.
Forms and annotations: If the document has filled-in fields or comments that need to be permanent, Flatten PDF incorporates them into the page before you create the final version. If possible, create the PDF/A afterward from the original file.

When you open a PDF/A in Adobe Acrobat Reader, a banner usually appears stating that the file claims to comply with the standard and has opened in read-only mode. This is normal and provides a quick check.

What to check if the system rejects your PDF/A

Check which version is required. Some systems only accept PDF/A-1, while others accept PDF/A-2 or later. You can find the version in the export options.
Remove the password. Any protection prevents compliance.
Replace uncommon fonts. Fonts that can't be embedded due to licensing restrictions may cause the export to fail or omit the PDF/A designation. Use common fonts, such as those included with your system.
Remove videos, audio, and embedded objects from the source document.
Create the file again from your editor instead of converting an existing PDF. Converting a regular PDF to PDF/A requires specialized software, and the result may not be accepted.
Check the file size. If it's over the limit, reduce the images in the source document before exporting.

Frequently asked questions

Is PDF/A larger than a regular PDF?

Usually, it's a little larger because the fonts must be fully or partially embedded in the file. For text documents, the difference is small.

How can I tell if a file is really PDF/A?

Acrobat Reader indicates when a file claims to be compliant. For a thorough check, use a dedicated validator such as the open-source veraPDF. The claim alone doesn't guarantee that every requirement has been met.

Can I digitally sign a PDF/A?

Yes. Digital signatures are compatible with the standard. Create the PDF/A, check it, and sign it last.

Does PDF/A support scanned images?

Yes. A scanned document can be a PDF/A; the standard covers how the file is stored, not whether it contains text. However, many systems also require the document to be searchable, which means it needs OCR.