Digital Document Archiving – paper media document problems.
According to research, the volume of information, which the companies and government institutions store in paper media archives is annually rising by 50%. The EU member countries requirements for effective communications (document exchange) and archiving of documents is rising. The tremendous growth of document volume is causing the following problems:
-Increasing paper media archive space requirements;
-Lack of effective document search mechanisms due to the overall volume of archive;
-Loss of documents;
-Unauthorized access to information;
Those are just few of the paper media archive drawbacks, which impose the use of digital document archives.
– ISO 19005-1:2005 standard:
Published in 2005. It has been developed for more than 3 years. Many companies and organizations from all over the world were involved in the process.
-Defines PDF/A file format, which is based on PDF 1.4 of Adobe Systems
– Uniform file format
Established electronic document file formats vary in the different countries, government institutions and companies. Traditional old methods like the paper and microfilm archiving are not suitable and technologically backward. Large documents are not easy to transfer from one location to another in the modern world. It is extremely difficult to look for specific information in huge documents.
PDF/A documents should contain all required meta data for reliable long-term data visualization. The meta data should be independent of the utilities and systems on/through which the content is visualized. The format should contain structured objects: text, vector graphics, raster images.
PDF/A-1b – robust document visualization.
PDF/A-1a – like PDF/A-1b, but does not contain document structure meta data.
– Document validation
It is possible to check if document conforms to the PDF/A file format through specialized tools
New file format versions are under development. Backward compatibility to the current format/version is guaranteed. Latest software releases of popular office packages support PDF/A file format (both reading and saving documents).
Digital Document Archiving process consists of the following stages:
-Gathering and establishment of customer requirements for document organization.
-Study of customer paper documents
-Development of custom software system for automatic document indexing during the initial bulk-scan stage.
-Bulk-scanning and indexing of paper document archives
-Purchase or development of document management system (DMS)
-Data entry of electronic documents (if required)
-Integration of DMS at customer’s site
-Training customer’s employees to work with the new document management system.