Can I edit a PDF/A file after saving it?

You can edit a PDF/A file, but the editing software must support the standard. Some editors will warn you that saving the file may break PDF/A compliance. If you need to preserve the archival status, use software that can save back to PDF/A.

Does PDF/A support color management?

Yes. PDF/A requires that all color spaces used in the document be properly defined and embedded. This ensures consistent color reproduction across different systems.

Is PDF/A the same as a scanned PDF?

No. A scanned PDF is simply an image of a page inside a PDF wrapper. A PDF/A is a structured format with embedded fonts and no dynamic content. You can create a PDF/A from a scanned image, but the file will not contain searchable text unless you add OCR data.

Can I convert a regular PDF to PDF/A?

Yes, many PDF editors offer a conversion or export option to PDF/A. However, if the original PDF contains forbidden elements like JavaScript or unembedded fonts, those must be removed or resolved during the conversion.

What Is PDF/A? Archival PDFs Explained Simply

PDF/A is the ISO 19005 specification for long-term archiving. If you have ever wondered what is pdf/a, the short answer is that it is a strict subset of the PDF format designed to preserve the exact visual appearance of a file for many years. Unlike a regular PDF, an archival PDF locks down elements like fonts and forbids features that could break a file in the future. You will learn the specification, its generations, restrictions, and how to create one using common office software.

What is PDF/A and Why Does it Matter?

PDF/A is a subset of the PDF specification defined by the International Organization for Standardization (ISO) under the number ISO 19005. Its purpose is to guarantee that a digital file can be reproduced exactly the same way decades from now, regardless of the software or operating system used to open it. To achieve this, PDF/A imposes strict rules: all fonts must be embedded, and encryption, JavaScript, and embedded audio or video are forbidden. This makes the format ideal for legal records, government files, and any material that must be preserved without alteration.

PDF/A Versions from 1 to 4

The specification has evolved over time to keep up with changes in the PDF ecosystem. Each generation builds on its predecessor while maintaining backward compatibility in many cases.

PDF/A-1 (2005)

This first generation is based on PDF 1.4. It is the most restrictive and does not support layers or transparency. Use it for basic archival needs.

PDF/A-2 (2011)

PDF/A-2 is based on PDF 1.7 (ISO 32000-1). It adds support for transparency, layers, and digital signatures. Choose this generation when you need more flexibility than PDF/A-1 while still meeting archival requirements.

PDF/A-3 (2012)

This generation extends PDF/A-2 by allowing embedded files of any type. For example, you can attach the original spreadsheet or XML data inside the archival PDF. The embedded file itself does not need to be archival.

PDF/A-4 (2020)

The latest generation is based on PDF 2.0. It simplifies the specification and improves performance. Some older restrictions were relaxed, but the core archival guarantees remain.

Conformance Levels B, A, and U

Within each generation, you will find conformance levels that define how strictly the file must follow accessibility and text rules.

Level b (basic): Ensures reliable visual appearance. Pick this level for most archiving needs.
Level a (accessible): Adds requirements for tagged content, making the file accessible to assistive technologies like screen readers.
Level u (Unicode): Introduced in PDF/A-2, this level requires that all text be mapped to Unicode characters for reliable text extraction.

For example, you might see pdf/a-1b pdf/a-2b as common combinations. The letter after the generation indicates the conformance level. Work with level b unless you have specific accessibility needs.

Key Restrictions of the Archival PDF Format

To protect long-term readability, PDF/A forbids or requires certain features. Here are the most important rules:

Fonts must be embedded. Every font used in the file must be included. This prevents missing font issues on other systems.
No encryption. Password protection and encryption are not allowed because they could prevent future access.
No JavaScript or actions. Any dynamic or executable content is forbidden.
No embedded audio or video. Multimedia content is not permitted because codecs may become obsolete.
Transparency is limited. In PDF/A-1, transparency is not allowed at all. Later generations allow it.

PDF/A vs PDF What is the Difference?

The discussion of pdf/a vs pdf comes down to restrictions. A regular PDF can contain JavaScript, unembedded fonts, encryption, and audio or video. A PDF/A file cannot. A regular PDF might look different on another computer if fonts are missing. A PDF/A file will look identical because all fonts are embedded. Need a file that will be reliable for decades? Choose PDF/A. For everyday use where long-term preservation is not a concern, a regular PDF is fine.

How to Save as PDF/A in Word

Create a PDF/A directly from Microsoft Word without any extra software. The exact wording of the option varies by Word edition, but the steps are the same.

Open your file in Word.
Go to File and select Save As or Export.
Choose PDF as the file type.
Click on Options (or the gear icon, depending on your edition).
Look for a checkbox labeled something like PDF/A compliant or Archival PDF. Check it.
Save the file. Word will convert it to a PDF/A that meets the ISO 19005 specification.

The site pdf-file-converter.net offers tools for converting PDF files to and from images and Word, but its tools do not claim to produce PDF/A. For that specific task, use Word's built-in option.

Which PDF/A Version Should You Use?

For most users, PDF/A-2 level b is a good choice. It supports transparency and digital signatures while remaining widely compatible. If you need to embed additional files inside the PDF, use PDF/A-3. If you are archiving simple text files with no special features, PDF/A-1b is still perfectly acceptable. PDF/A-4 is the newest option and is best if you are working with PDF 2.0 workflows. In all cases, match the generation you choose to the requirements of the organization or archive that will receive the file.