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With the PDF Longlife Suite from SEAL Systems, these complex processes can be easily automated.
Why is PDF/A so important?
Before we go into detail, let’s talk briefly about PDF/A. This special PDF format was defined for long-term archiving by the International Organization for Standardization (ISO). The advantage? It ensures that documents will remain easily readable and usable for years – or even decades – to come, regardless of software updates or other technical changes.
Many companies have now made converting important documents to PDF/A an integral part of their archiving policies. There are a number of tools available for creating PDF/A files, from Adobe to Foxit to Callas. However, these solutions often struggle when it comes to complex, nested files. Consider, for example, an email with multiple attachments or a Word document with embedded Excel spreadsheets. In such cases, many tools are of little help without you having to intervene manually.
The challenge: nested or embedded files
For example, if PDF files, emails with different file formats attached (Word, Excel, image files), or Excel spreadsheets embedded in Word documents need to be converted to PDF/A, conventional tools usually reach their limits. Nested files are then often manually taken apart, converted individually, and then saved again in a common location. This approach not only involves unnecessary steps, but also carries the risk of information loss.
This is what the process looks like with PDF Longlife Suite:
- Automatically splitting up input files:
When you insert a file with attachments or embedded content (e.g., an email, a ZIP file, or a Word document with Excel spreadsheets), the suite automatically recognizes all the file parts it contains. Nested formats and container files such as ZIP are effortlessly “unpacked.” - Individual conversion of components:
Each individual element is converted into its own PDF/A document. This ensures that all content complies with the archiving standard. - Merging into a PDF/A container:
After conversion, all PDF/A files are sensibly combined again in a container—exactly as they were arranged in the original. This means that the structure of the original file is retained in its entirety, but is now perfectly suited for long-term use.
Why embed non-PDF/A content in a PDF/A container?
A well-known example is the ZUGFeRD invoice or e-invoice. This combines a human-readable PDF invoice with machine-readable XML data—all in a single file.
Another use case: Specific files that cannot be converted to PDF/A for technical or content-related reasons, but still need to be archived unchanged. This applies, for example, to 3D geometries from CAD systems or particularly complex Excel calculations.
By embedding these files in a PDF/A container, the original state is preserved while at the same time all archiving requirements are met.
Digital signatures and PDF/A: An apparent conflict
Here’s the problem: as soon as a file is changed – even if it’s just by adjusting metadata—the digital signature becomes invalid. Unfortunately, this also applies to changes that are necessary for PDF/A conversion. So do you have to choose between a signature and PDF/A compliance? Not with the PDF Longlife Suite from SEAL Systems.
The workflow for signatures works as follows:
- The existing digital signature is removed from the file. Visualizations of a signature, e.g., stamped signature scans, are retained.
- The file is converted to PDF/A.
- The original document, including the signature, is stored unchanged as an embedded element in the PDF/A container.
Since this is an automatic server process, the procedure is secure. If desired, the suite can also apply a digital company seal to the generated PDF/A document to protect it against subsequent changes.
Why SEAL Systems?
So why continue to struggle with manual processes? There are better ways. Contact us for a detailed consultation on your individual use case or take a look at our fact sheet on the PDF Longlife Suite!