How to Convert a PDF to PDF/A for Long-Term Archiving
Understand what PDF/A is, why offices and courts ask for it, and how to convert a PDF so fonts and colours are stored inside the file.
Some government offices, courts, universities and banks require submissions in PDF/A. It is a version of PDF designed so documents remain readable and look the same decades from now.
Quick answer
Add your PDF and convert. Fonts and colours are stored inside the file, and features that may not last (such as encryption and external links to content) are avoided.
What PDF/A requires
- Embedded fonts, so text does not depend on installed fonts.
- Defined colour spaces, so colours do not change.
- No encryption, because passwords can be lost.
- No external dependencies, such as linked media.
- Metadata that explains the document.
Steps
- Open the tool and choose the PDF.
- Convert.
- Download the PDF/A file.
Important note
This is a best-effort conversion. Strict legal or archive validation (for example by veraPDF or Adobe Preflight) may still report issues, such as particular fonts or transparency. If a body demands certified conformance, check the result with their validator and fix the source.
Choosing PDF/A levels
- PDF/A-1: oldest and strictest; no transparency.
- PDF/A-2 and 3: allow modern features such as layers and attachments.
- PDF/A-1b / 2b: "basic" visual preservation, the usual requirement.
Tips
- Create the source document with common fonts to make conversion easier.
- Do not password-protect a PDF/A file.
- Keep your original PDF as well.
