When it comes to archiving digital documents, PDF/A is the gold standard. Unlike regular PDFs, PDF/A is designed for long-term preservation and requires embedded fonts, color profiles, and disallows elements like JavaScript or external links. However, converting to PDF/A is only part of the process – proper validation is what ensures your file is truly compliant.
What Is PDF/A Validation and Why Does It Matter?
Validation checks whether a document meets the official PDF/A standard. Simply saving a file as PDF/A in Word or another tool may not be enough – many exports lack full compliance.
With validation, you can be confident that the document:
- is archivally sound and legally reliable,
- will display consistently in the future regardless of software or fonts,
- meets industry and government compliance standards.
Tools for Validating PDF/A
There are several tools available, ranging from simple online services to professional desktop software:
1. Online Validators:
Ideal for quick one-off checks without installation.
- PDF Tools PDF/A Validator
- veraPDF – free and open-source, backed by the European Commission
2. Desktop Software:
Great for bulk validation and detailed feedback.
- Adobe Acrobat Pro (Preflight function)
- callas pdfaPilot – professional-grade for business use
3. Automated Validation:
Larger organizations often integrate PDF/A validation into document management systems or archival workflows.
What to Look Out For
Important aspects to check during validation:
- PDF/A versions: PDF/A-1, A-2, A-3 each have different capabilities.
- Fonts: All fonts must be embedded.
- Forbidden elements: Multimedia and scripts are not allowed.
- Color profiles: Must include ICC profiles for color fidelity.
Conclusion
PDF/A validation is not just a technical step – it's a guarantee that your document will remain accessible and legally sound for years to come. With the right tools, validation becomes a straightforward process. By ensuring true compliance, you future-proof your digital records and meet both technical and legal expectations.
