TL;DR: PDF/A is an international ISO standard for long-term archival. It prohibits encryption, JavaScript, and external fonts to guarantee the document displays correctly decades from now. Regular PDF is more flexible and ideal for everyday use. If you are filing with a court, government body, archive, or insurance company, PDF/A is usually required.
What is PDF/A and Why Does it Exist
PDF/A is an international ISO standard (ISO 19005) developed specifically for long-term digital archiving. The A stands for Archival.
The concept is straightforward: a regular PDF file may rely on fonts installed on the viewer's computer, external links, JavaScript code, or embedded software. If any of these stops working - due to a technology change, an outdated software version, or a font that is no longer available - the document may look completely different from what was originally created.
PDF/A prevents this. It defines strict rules: everything the document needs to display correctly must be embedded within it, without exception.
Think of it this way: a regular PDF is like a document with references to external sources. PDF/A is like a book that contains all the information needed to read it within its own pages.
What PDF/A Prohibits - and Why
To guarantee long-term preservation, PDF/A prohibits several features common in regular PDFs:
External Fonts
In a regular PDF, the viewer's computer fonts can be referenced. In PDF/A - all fonts must be embedded inside the file. This ensures the document looks identical on every computer, now and in the future.
Encryption and Passwords
PDF/A does not allow password protection. The reason: if the password key is lost forty years from now, the document becomes inaccessible. An archive must remain open and readable.
JavaScript
Embedded JavaScript code may become invalid in future software versions. PDF/A prohibits it entirely.
Audio and Video
Embedded media files are not safe for long-term preservation - formats change, codecs expire. PDF/A focuses exclusively on textual and visual content.
Links to External Files
An external link that exists in 2026 may not exist in 2076. PDF/A requires everything to be self-contained.
Comparison: Regular PDF vs PDF/A
| Feature | Regular PDF | PDF/A |
|---|---|---|
| External fonts | Allowed | Prohibited - all fonts embedded |
| Encryption and passwords | Allowed | Prohibited |
| JavaScript | Allowed | Prohibited |
| Embedded audio / video | Allowed | Prohibited |
| External links | Allowed | Restricted |
| Transparent content | Allowed | Restricted (depends on version) |
| File size | Generally smaller | Generally larger (embedded fonts) |
| Protection against technology changes | Not built in | Built into the standard |
| Official compliance | Often insufficient | Typically required |
| Everyday use | Ideal | Possible but unnecessary |
| Official filing / archival | Often insufficient | Typically required |
When You Must Use PDF/A
Courts and Legal Proceedings
Filing documents with courts in many jurisdictions requires PDF/A. The court must ensure the submitted document cannot change and will remain readable permanently.
Government and Regulatory Bodies
Many government agencies, including tax authorities and regulators, require PDF/A for official documentation. Always check the specific guidelines of the relevant body before submitting.
Archives and Cultural Institutions
Libraries, national archives, and museums preserve documents for generations. PDF/A is the standard that ensures documents remain readable long after current technologies become obsolete.
Insurance Companies and Financial Institutions
Insurance claims, financial contracts, and policy documents often require archival documentation. PDF/A ensures the document is preserved exactly as it was at the time of signing.
Long-Term Corporate Records
Companies required to retain regulatory documentation for many years - annual reports, meeting minutes, agreements - use PDF/A to meet compliance requirements.
When Regular PDF is Better
PDF/A is excellent for archiving, but for everyday use, regular PDF is far more practical:
- Everyday file sharing - presentations, catalogs, internal documents
- Interactive forms - forms with calculations, JavaScript, and dynamic fields
- Password protection - when access to sensitive content needs to be restricted
- Documents with media - files that include audio, video, or animations
- Smaller files for email - when file size matters and embedded fonts are unnecessary
- Documents for future editing - PDF/A is significantly harder to edit
PDF/A Versions: What is the Difference
Several versions of the PDF/A standard exist, each with different capabilities:
| Version | PDF Base | Key Features |
|---|---|---|
| PDF/A-1 | PDF 1.4 | The original and most widely supported version |
| PDF/A-2 | PDF 1.7 | Adds support for transparency, layers, JPEG 2000 |
| PDF/A-3 | PDF 1.7 | Allows attachments in any file format |
Practical recommendation: Unless otherwise specified, PDF/A-2 is generally the most balanced choice - it is widely supported, handles modern content well, and is accepted by most organizations. Always verify what the receiving body requires.
Common Mistakes
Using PDF/A for everything - there is no reason to save everyday documents as PDF/A. It increases file size and restricts features unnecessarily.
Adding a password after PDF/A conversion - adding encryption makes the file non-compliant with PDF/A. If you need both security and PDF/A, verify the exact regulatory requirements.
Using the wrong version - if an organization requires PDF/A-1 and you submit PDF/A-3, the file may be rejected. Verify the version requirement in advance.
Summary: How to Choose
The simple question to ask yourself:
"Does someone need to read this document in 20 or more years, or is it being submitted to an official body that requires an archival standard?"
- Yes - use PDF/A
- No - regular PDF is perfectly sufficient
For more PDF tools - including conversion, merging, splitting, and more - visit kovetz.co.il.
Want to convert to PDF/A now?
With full Hebrew support
Frequently Asked Questions
What is PDF/A?
PDF/A is an international ISO standard (ISO 19005) designed for long-term digital archiving. The 'A' stands for Archival. Its goal is to guarantee that a document can be opened and read correctly decades from now, regardless of what software or technology exists at that future point in time.
What is the main difference between PDF/A and regular PDF?
PDF/A prohibits features that may become inaccessible over time: no external fonts, no encryption, no JavaScript, no embedded audio or video, and no external file dependencies. Everything the document needs to display correctly must be embedded inside the file itself.
When is PDF/A required?
PDF/A is commonly required for court filings, government submissions, insurance companies, tax authorities, and institutional archives. If the receiving organization mandates long-term archival storage or ISO 19005 compliance, PDF/A is required. Always verify the specific requirements of the receiving body.
What does PDF/A prohibit that regular PDF allows?
PDF/A prohibits: password encryption, JavaScript, fonts that are not fully embedded, embedded audio and video, links to external files, and dynamic content. All elements must be self-contained within the file to ensure future accessibility.
Can PDF/A files be opened in regular PDF viewers?
Yes. A PDF/A file is still a standard PDF file and opens in any PDF viewer. The difference is internal - the file meets a stricter standard that ensures long-term preservation. An ordinary user will notice no difference when opening it.
When is regular PDF better than PDF/A?
Regular PDF is better for everyday use: sharing documents, interactive forms with JavaScript, password protection for sensitive content, embedded audio or video, keeping file sizes smaller, and documents you may need to edit in the future.