DLF Wiki - User contributions [en]

NDSA:March 29, 2013 Call

2013-04-01T08:07:37Z

Caar:

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

Back to [[NDSA:PDF_Exploration | PDF Exploration Page]]

=Agenda=
Discussion with Stephen Levenson, an IT Specialist for Policy and Planning at the Office of the US Courts and the chair of the PDF/A working group.

=Participants=

Don Chalfant, Kate Murray, Sheila Morrissey, Kevin DeVorsey, Chris Dietrich, Carl Fleischhauer, Stephen Levenson, Butch Lazorchak

=Meeting Notes=

==A rough transcription of our conversation, by Butch Lazorchak==

Stephen Levenson discussing how the PDF/A family of standards are being implemented by the ISO community.

Steve: PDF/A-3 doesn't necessarily replace A-1 or A-2. Should be able to use a PDF/A-1 file 30 years from now. The methodology used should not change for rendering these files in the future.

PDF/A movement highly influenced by manufacturers, now PDF/A center, dominated by the Germans. Had many use cases for instances where creators wanted to include the original files wihtin a PDF/A document.

Brazilian government wanted to preserve their material as XML but XML wasn't trusted by users because of complexity. Wanted to make a more presentation-ready format but didn't want to throw away the XML.

U.S. Courts, bankruptcy court, claims, when an individual goes into court, and the claims are laid out, in order for someone to assert the claim, we print a document for them. That's what they bring back to court to assert their claim. Ginny Mae started this and Mastercard is also movin gon this. We get the PDF but then have to reenter the data from this doucment in their case management systems.

We're putting an XML output of what the claim represents inside the PDF document. Ginny Mae's automated processes work on this XML.

Down with PDF/A-3 we have downstream functions that leverage the inner materials. Adobe's server product does not currently output A-3 files.

Chris: How will hidden content be protected from certain readers of the document.

Steve: For A-3 you can still include the information as "private data" that would make it hidden. Conforming reader would recognize it as A-3 and set up an additional dialog.

Caroline: we're in the position of having to preserve files that somebody else created. We need tools to characterize files. Some PDF/A-3 files may not have any embedded content so they'd actually behave like a PDF/A-2.

Steve: We'd have to talk to the developers about that. There is a vendor that is looking to create an independent service to validate the writers to ensure that they are actually complying with the standards. The software would have to get certified that it works. Then we'd actually have validators at ingestion. We have to get somebody interested in creating this software as a business and we think we finally have somebody who will do this.

DOD standard 5015.2 that says if you're going to be a document management system you have to do certain things. Has to be sent to Fort Huachuca in AZ to a testing center to ensure that it conforms to DOD 5015.2. And this validator would do the same kind of thing.

right now we have no validator that says a Word document is actually a word document. There are a lot of bad writers out there.

Kevin: we're working on policy and guidance side. We ask people to keep temporary, permanent and non-record material separate from each other. Does PDF/A-3 run counter to that? Might encourage people to mix record and non-record material together in the same file?

Steve: If there's a relationship, don't you need that for provenance information?

Kevin: we need to educate our folks.

Steve: We've been dealing with current technologies on these things and who knows what technology will afford us in the future. We'll be able to hedge our bets.

Sheila: Question to me is what is the relationship between the PDF/A-3 container and the embedded XML, that is, in the Brazilian example, which one has the force of law? And how do you ensure that they say the same thing? In Germany they're planing on using this for commerce and the validation of invoices, but processing thing in the mass pragmatically means that you're going to look at one or the other. What warrant is there that they're going to stay the same way. The Germans said that the "embedded content" has no standing. Only the archival version has standing."

Steve: I can talk about legal. We would assume that the entire document was the legal evidence. In the case of dual content, according to the "best evidence" rule. If the company put a courtesy copy inside and that it's the main document that is their record. For example, if you requested an invoice and you received what you might see in a PDF versus XML data, then that's the evidence.

Folks coming in to a reading room. We may have to set up rules at ingestion, they could either strip it out and put the file on a diet and store the other content. We, in the committee, didn't want to dictate to preservationists how to do their job.

If NARA said they didn't want a part of A-3 then the agencies shouldn't store in A-3. In our Pacer system you can pull down a PDF document but stored inside is an MP3 files that allows you to understand the provenance a little more. The PDF is the metadata around the MP3 file. these are temporary records, so it's not the same issues.

Chris: So the PDF is acting as a manifest for the MP3 file. No validators, if someone if processing a bunch of files into PDF and embedding an XML version. Something could go wrong and you embed the wrong versions of the XML. There's not way to validate the right coordinated content.

Steve: archivists are going to have to get more involved in advising creators on the types of files they create.

PDF/E and A are essentially the same, they just couldn't find an open codec for rendering 3D documents.

PDF/A is pretty much asleep now, making sure we keep up with the latest version of the PDF specification.

Caroline:

----

==Chris Dietrich's Notes:==
PDF/A-3 Use Cases 20130329

NDSA PDF/A-3 work group discuss (positive) use cases with Stephen Levenson of the U.S. Courts

PDF/A has 3 versions: No versions (A-1, A-2, or-A3) will be replaced by subsequent versions reducing the need for migration

• PDF/A-1 = ???? [didn’t capture what makes a PDF/A-1 different from a PDF]

• PDF/A-2 = PDF/A-1 + ability to embed a second PDF/A-2 copy of the same document(?) (recursive?)

• PDF/A-3 = PDF/A-2 + any file embedded

• Genesis for A-3 was to include other types like XML along with the PDF (not just PDF/A-2)

• Private Data section in A-2:

• Use Case: Brazil uses to embed other data like XML version of the file (legal docs)

• Is/can be protected from view

• Was the genesis for creating A-3 to store other data not protected from view (?)

• Allows for human- and machine-readable versions of a document in the same container

• Viewing software (i.e. Adobe Reader et al.) will not render additional content but will notify consumer that additional content exists

All three versions are PDFs, no need to distinguish between the three versions except by the presentation interface which should be designed to detect and display embedded additional content

Currently no validators to ensure that any particular file (PDF, .doc, etc.) is actually what the extension indicates or is high-quality (e.g. some PDF generators are better than others)

• There is a vendor looking to create an ISO-compliant PDF validator which could be used by repositories to validate incoming PDF files (still years away)

Ability to embed XML allows both human- and machine-readable versions of a document in the same container

• Useful for automated ingest and presentation by repositories

Question arises which of the two versions (PDF or XML) is the authoritative version

• Use-case: PACER system for courtroom audio stored as MP3 and packaged in PDF/A-3

• PDF/A-3 acts as the metadata/manifest for the embedded recording

• Recordings are access copies, not high-quality originals for long-term preservation/archiving

• These are temp records, disposed of after 5 years

----

==Caroline Arms' thoughts after the 3/29/2013 call:==

The call with Stephen Levenson confirms me in thinking that we ought to present the risks first.

Here are some thoughts I've tried to turn into words since Friday – words that might fit into the report.

The PDF/A-3 specification allows any sort of file to be embedded in a PDF/A-3 document. There is a mechanism for expressing a relationship between the embedded file and the document, but there is no way to verify that the stated relationship holds. Thus, PDF/A-3 is not appropriate for long-term preservation in a cultural heritage institution without a prior agreement between a depositor and the archival repository. Such an agreement must clarify what formats are acceptable as embedded files and how the depositor's workflow guarantees that the relationships between the main PDF document and any embedded files is fully understood by the archival institution, so that appropriate rules are applied on ingest. The agreement might be based on following a community best practice or a formal, legal regulation.

Failing an appropriate agreement, the default ingest policy for an archival repository might be to treat all embedded files in PDF/A-3 files as outside its preservation responsibility. A repository should establish its own rules for dealing with embedded files in PDF/A-3 documents in general, just as it needs to establish rules for dealing with files in a generic aggregation format, such as ZIP. Some repositories might disallow embedded files in PDF/A documents; some might immediately extract the embedded files and make individual preservation commitment decisions; some might accept PDF/A-3 files but make no commitment with respect to an embedded files.

We recognize that there are scenarios where PDF/A-3 makes excellent sense. One scenario is that of "hybrid archiving" in which a document originates and is edited in a word-processor, but is managed in a document management system as a PDF/A-3, with the source word-processor file embedded within the PDF document. In this scenario, the document is considered archive-ready throughout its lifecycle, and it is reasonable to consider the embedded source file as non-archival.

Other scenarios where use of PDF/A-3 seems appropriate are where a document is essentially a record of a transaction between two stages in an information workflow. Examples of such transactions are invoices and court filings. Such a transaction requires a format that preserves the visual content of a document across devices and operating systems (a primary objective of PDF/A), but may also benefit from a machine-processable representation of part or all of the content. This could be an XML document using a standard or well-known schema. {Examples: German invoices, US Bankruptcy Court filings}

Yet another scenario is from the Brazilian government, where the XML version is the official version, but one potential dissemination format is PDF/A-3 with the XML master embedded.

----

NDSA:March 29, 2013 Call

2013-04-01T08:06:18Z

Caar: /* Meeting Notes */

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

Back to [[NDSA:PDF_Exploration | PDF Exploration Page]]

=Agenda=
Discussion with Stephen Levenson, an IT Specialist for Policy and Planning at the Office of the US Courts and the chair of the PDF/A working group.

=Participants=

Don Chalfant, Kate Murray, Sheila Morrissey, Kevin DeVorsey, Chris Dietrich, Carl Fleischhauer, Stephen Levenson, Butch Lazorchak

=Meeting Notes=

*A rough transcription of our conversation*

Stephen Levenson discussing how the PDF/A family of standards are being implemented by the ISO community.

Steve: PDF/A-3 doesn't necessarily replace A-1 or A-2. Should be able to use a PDF/A-1 file 30 years from now. The methodology used should not change for rendering these files in the future.

PDF/A movement highly influenced by manufacturers, now PDF/A center, dominated by the Germans. Had many use cases for instances where creators wanted to include the original files wihtin a PDF/A document.

Brazilian government wanted to preserve their material as XML but XML wasn't trusted by users because of complexity. Wanted to make a more presentation-ready format but didn't want to throw away the XML.

U.S. Courts, bankruptcy court, claims, when an individual goes into court, and the claims are laid out, in order for someone to assert the claim, we print a document for them. That's what they bring back to court to assert their claim. Ginny Mae started this and Mastercard is also movin gon this. We get the PDF but then have to reenter the data from this doucment in their case management systems.

We're putting an XML output of what the claim represents inside the PDF document. Ginny Mae's automated processes work on this XML.

Down with PDF/A-3 we have downstream functions that leverage the inner materials. Adobe's server product does not currently output A-3 files.

Chris: How will hidden content be protected from certain readers of the document.

Steve: For A-3 you can still include the information as "private data" that would make it hidden. Conforming reader would recognize it as A-3 and set up an additional dialog.

Caroline: we're in the position of having to preserve files that somebody else created. We need tools to characterize files. Some PDF/A-3 files may not have any embedded content so they'd actually behave like a PDF/A-2.

Steve: We'd have to talk to the developers about that. There is a vendor that is looking to create an independent service to validate the writers to ensure that they are actually complying with the standards. The software would have to get certified that it works. Then we'd actually have validators at ingestion. We have to get somebody interested in creating this software as a business and we think we finally have somebody who will do this.

DOD standard 5015.2 that says if you're going to be a document management system you have to do certain things. Has to be sent to Fort Huachuca in AZ to a testing center to ensure that it conforms to DOD 5015.2. And this validator would do the same kind of thing.

right now we have no validator that says a Word document is actually a word document. There are a lot of bad writers out there.

Kevin: we're working on policy and guidance side. We ask people to keep temporary, permanent and non-record material separate from each other. Does PDF/A-3 run counter to that? Might encourage people to mix record and non-record material together in the same file?

Steve: If there's a relationship, don't you need that for provenance information?

Kevin: we need to educate our folks.

Steve: We've been dealing with current technologies on these things and who knows what technology will afford us in the future. We'll be able to hedge our bets.

Sheila: Question to me is what is the relationship between the PDF/A-3 container and the embedded XML, that is, in the Brazilian example, which one has the force of law? And how do you ensure that they say the same thing? In Germany they're planing on using this for commerce and the validation of invoices, but processing thing in the mass pragmatically means that you're going to look at one or the other. What warrant is there that they're going to stay the same way. The Germans said that the "embedded content" has no standing. Only the archival version has standing."

Steve: I can talk about legal. We would assume that the entire document was the legal evidence. In the case of dual content, according to the "best evidence" rule. If the company put a courtesy copy inside and that it's the main document that is their record. For example, if you requested an invoice and you received what you might see in a PDF versus XML data, then that's the evidence.

Folks coming in to a reading room. We may have to set up rules at ingestion, they could either strip it out and put the file on a diet and store the other content. We, in the committee, didn't want to dictate to preservationists how to do their job.

If NARA said they didn't want a part of A-3 then the agencies shouldn't store in A-3. In our Pacer system you can pull down a PDF document but stored inside is an MP3 files that allows you to understand the provenance a little more. The PDF is the metadata around the MP3 file. these are temporary records, so it's not the same issues.

Chris: So the PDF is acting as a manifest for the MP3 file. No validators, if someone if processing a bunch of files into PDF and embedding an XML version. Something could go wrong and you embed the wrong versions of the XML. There's not way to validate the right coordinated content.

Steve: archivists are going to have to get more involved in advising creators on the types of files they create.

PDF/E and A are essentially the same, they just couldn't find an open codec for rendering 3D documents.

PDF/A is pretty much asleep now, making sure we keep up with the latest version of the PDF specification.

Caroline:

----

==Chris Dietrich's Notes:==
PDF/A-3 Use Cases 20130329

NDSA PDF/A-3 work group discuss (positive) use cases with Stephen Levenson of the U.S. Courts

PDF/A has 3 versions: No versions (A-1, A-2, or-A3) will be replaced by subsequent versions reducing the need for migration

• PDF/A-1 = ???? [didn’t capture what makes a PDF/A-1 different from a PDF]

• PDF/A-2 = PDF/A-1 + ability to embed a second PDF/A-2 copy of the same document(?) (recursive?)

• PDF/A-3 = PDF/A-2 + any file embedded

• Genesis for A-3 was to include other types like XML along with the PDF (not just PDF/A-2)

• Private Data section in A-2:

• Use Case: Brazil uses to embed other data like XML version of the file (legal docs)

• Is/can be protected from view

• Was the genesis for creating A-3 to store other data not protected from view (?)

• Allows for human- and machine-readable versions of a document in the same container

• Viewing software (i.e. Adobe Reader et al.) will not render additional content but will notify consumer that additional content exists

All three versions are PDFs, no need to distinguish between the three versions except by the presentation interface which should be designed to detect and display embedded additional content

Currently no validators to ensure that any particular file (PDF, .doc, etc.) is actually what the extension indicates or is high-quality (e.g. some PDF generators are better than others)

• There is a vendor looking to create an ISO-compliant PDF validator which could be used by repositories to validate incoming PDF files (still years away)

Ability to embed XML allows both human- and machine-readable versions of a document in the same container

• Useful for automated ingest and presentation by repositories

Question arises which of the two versions (PDF or XML) is the authoritative version

• Use-case: PACER system for courtroom audio stored as MP3 and packaged in PDF/A-3

• PDF/A-3 acts as the metadata/manifest for the embedded recording

• Recordings are access copies, not high-quality originals for long-term preservation/archiving

• These are temp records, disposed of after 5 years

----

==Caroline Arms' thoughts after the 3/29/2013 call:==

The call with Stephen Levenson confirms me in thinking that we ought to present the risks first.

Here are some thoughts I've tried to turn into words since Friday – words that might fit into the report.

The PDF/A-3 specification allows any sort of file to be embedded in a PDF/A-3 document. There is a mechanism for expressing a relationship between the embedded file and the document, but there is no way to verify that the stated relationship holds. Thus, PDF/A-3 is not appropriate for long-term preservation in a cultural heritage institution without a prior agreement between a depositor and the archival repository. Such an agreement must clarify what formats are acceptable as embedded files and how the depositor's workflow guarantees that the relationships between the main PDF document and any embedded files is fully understood by the archival institution, so that appropriate rules are applied on ingest. The agreement might be based on following a community best practice or a formal, legal regulation.

Failing an appropriate agreement, the default ingest policy for an archival repository might be to treat all embedded files in PDF/A-3 files as outside its preservation responsibility. A repository should establish its own rules for dealing with embedded files in PDF/A-3 documents in general, just as it needs to establish rules for dealing with files in a generic aggregation format, such as ZIP. Some repositories might disallow embedded files in PDF/A documents; some might immediately extract the embedded files and make individual preservation commitment decisions; some might accept PDF/A-3 files but make no commitment with respect to an embedded files.

We recognize that there are scenarios where PDF/A-3 makes excellent sense. One scenario is that of "hybrid archiving" in which a document originates and is edited in a word-processor, but is managed in a document management system as a PDF/A-3, with the source word-processor file embedded within the PDF document. In this scenario, the document is considered archive-ready throughout its lifecycle, and it is reasonable to consider the embedded source file as non-archival.

Other scenarios where use of PDF/A-3 seems appropriate are where a document is essentially a record of a transaction between two stages in an information workflow. Examples of such transactions are invoices and court filings. Such a transaction requires a format that preserves the visual content of a document across devices and operating systems (a primary objective of PDF/A), but may also benefit from a machine-processable representation of part or all of the content. This could be an XML document using a standard or well-known schema. {Examples: German invoices, US Bankruptcy Court filings}

Yet another scenario is from the Brazilian government, where the XML version is the official version, but one potential dissemination format is PDF/A-3 with the XML master embedded.

----

NDSA:March 29, 2013 Call

2013-04-01T08:01:33Z

Caar: Added Caroline Arms notes

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

Back to [[NDSA:PDF_Exploration | PDF Exploration Page]]

=Agenda=
Discussion with Stephen Levenson, an IT Specialist for Policy and Planning at the Office of the US Courts and the chair of the PDF/A working group.

=Participants=

Don Chalfant, Kate Murray, Sheila Morrissey, Kevin DeVorsey, Chris Dietrich, Carl Fleischhauer, Stephen Levenson, Butch Lazorchak

=Meeting Notes=
*A rough transcription of our conversation*

Stephen Levenson discussing how the PDF/A family of standards are being implemented by the ISO community.

Steve: PDF/A-3 doesn't necessarily replace A-1 or A-2. Should be able to use a PDF/A-1 file 30 years from now. The methodology used should not change for rendering these files in the future.

PDF/A movement highly influenced by manufacturers, now PDF/A center, dominated by the Germans. Had many use cases for instances where creators wanted to include the original files wihtin a PDF/A document.

Brazilian government wanted to preserve their material as XML but XML wasn't trusted by users because of complexity. Wanted to make a more presentation-ready format but didn't want to throw away the XML.

U.S. Courts, bankruptcy court, claims, when an individual goes into court, and the claims are laid out, in order for someone to assert the claim, we print a document for them. That's what they bring back to court to assert their claim. Ginny Mae started this and Mastercard is also movin gon this. We get the PDF but then have to reenter the data from this doucment in their case management systems.

We're putting an XML output of what the claim represents inside the PDF document. Ginny Mae's automated processes work on this XML.

Down with PDF/A-3 we have downstream functions that leverage the inner materials. Adobe's server product does not currently output A-3 files.

Chris: How will hidden content be protected from certain readers of the document.

Steve: For A-3 you can still include the information as "private data" that would make it hidden. Conforming reader would recognize it as A-3 and set up an additional dialog.

Caroline: we're in the position of having to preserve files that somebody else created. We need tools to characterize files. Some PDF/A-3 files may not have any embedded content so they'd actually behave like a PDF/A-2.

Steve: We'd have to talk to the developers about that. There is a vendor that is looking to create an independent service to validate the writers to ensure that they are actually complying with the standards. The software would have to get certified that it works. Then we'd actually have validators at ingestion. We have to get somebody interested in creating this software as a business and we think we finally have somebody who will do this.

DOD standard 5015.2 that says if you're going to be a document management system you have to do certain things. Has to be sent to Fort Huachuca in AZ to a testing center to ensure that it conforms to DOD 5015.2. And this validator would do the same kind of thing.

right now we have no validator that says a Word document is actually a word document. There are a lot of bad writers out there.

Kevin: we're working on policy and guidance side. We ask people to keep temporary, permanent and non-record material separate from each other. Does PDF/A-3 run counter to that? Might encourage people to mix record and non-record material together in the same file?

Steve: If there's a relationship, don't you need that for provenance information?

Kevin: we need to educate our folks.

Steve: We've been dealing with current technologies on these things and who knows what technology will afford us in the future. We'll be able to hedge our bets.

Sheila: Question to me is what is the relationship between the PDF/A-3 container and the embedded XML, that is, in the Brazilian example, which one has the force of law? And how do you ensure that they say the same thing? In Germany they're planing on using this for commerce and the validation of invoices, but processing thing in the mass pragmatically means that you're going to look at one or the other. What warrant is there that they're going to stay the same way. The Germans said that the "embedded content" has no standing. Only the archival version has standing."

Steve: I can talk about legal. We would assume that the entire document was the legal evidence. In the case of dual content, according to the "best evidence" rule. If the company put a courtesy copy inside and that it's the main document that is their record. For example, if you requested an invoice and you received what you might see in a PDF versus XML data, then that's the evidence.

Folks coming in to a reading room. We may have to set up rules at ingestion, they could either strip it out and put the file on a diet and store the other content. We, in the committee, didn't want to dictate to preservationists how to do their job.

If NARA said they didn't want a part of A-3 then the agencies shouldn't store in A-3. In our Pacer system you can pull down a PDF document but stored inside is an MP3 files that allows you to understand the provenance a little more. The PDF is the metadata around the MP3 file. these are temporary records, so it's not the same issues.

Chris: So the PDF is acting as a manifest for the MP3 file. No validators, if someone if processing a bunch of files into PDF and embedding an XML version. Something could go wrong and you embed the wrong versions of the XML. There's not way to validate the right coordinated content.

Steve: archivists are going to have to get more involved in advising creators on the types of files they create.

PDF/E and A are essentially the same, they just couldn't find an open codec for rendering 3D documents.

PDF/A is pretty much asleep now, making sure we keep up with the latest version of the PDF specification.

Caroline:

----

Chris Dietrich's Notes:
PDF/A-3 Use Cases 20130329

NDSA PDF/A-3 work group discuss (positive) use cases with Stephen Levenson of the U.S. Courts

PDF/A has 3 versions: No versions (A-1, A-2, or-A3) will be replaced by subsequent versions reducing the need for migration

• PDF/A-1 = ???? [didn’t capture what makes a PDF/A-1 different from a PDF]

• PDF/A-2 = PDF/A-1 + ability to embed a second PDF/A-2 copy of the same document(?) (recursive?)

• PDF/A-3 = PDF/A-2 + any file embedded

• Genesis for A-3 was to include other types like XML along with the PDF (not just PDF/A-2)

• Private Data section in A-2:

• Use Case: Brazil uses to embed other data like XML version of the file (legal docs)

• Is/can be protected from view

• Was the genesis for creating A-3 to store other data not protected from view (?)

• Allows for human- and machine-readable versions of a document in the same container

• Viewing software (i.e. Adobe Reader et al.) will not render additional content but will notify consumer that additional content exists

All three versions are PDFs, no need to distinguish between the three versions except by the presentation interface which should be designed to detect and display embedded additional content

Currently no validators to ensure that any particular file (PDF, .doc, etc.) is actually what the extension indicates or is high-quality (e.g. some PDF generators are better than others)

• There is a vendor looking to create an ISO-compliant PDF validator which could be used by repositories to validate incoming PDF files (still years away)

Ability to embed XML allows both human- and machine-readable versions of a document in the same container

• Useful for automated ingest and presentation by repositories

Question arises which of the two versions (PDF or XML) is the authoritative version

• Use-case: PACER system for courtroom audio stored as MP3 and packaged in PDF/A-3

• PDF/A-3 acts as the metadata/manifest for the embedded recording

• Recordings are access copies, not high-quality originals for long-term preservation/archiving

• These are temp records, disposed of after 5 years

----

Caroline Arms' thoughts after the 3/29/2013 call:

The call with Stephen Levenson confirms me in thinking that we ought to present the risks first.

Here are some thoughts I've tried to turn into words since Friday – words that might fit into the report.

The PDF/A-3 specification allows any sort of file to be embedded in a PDF/A-3 document. There is a mechanism for expressing a relationship between the embedded file and the document, but there is no way to verify that the stated relationship holds. Thus, PDF/A-3 is not appropriate for long-term preservation in a cultural heritage institution without a prior agreement between a depositor and the archival repository. Such an agreement must clarify what formats are acceptable as embedded files and how the depositor's workflow guarantees that the relationships between the main PDF document and any embedded files is fully understood by the archival institution, so that appropriate rules are applied on ingest. The agreement might be based on following a community best practice or a formal, legal regulation.

Failing an appropriate agreement, the default ingest policy for an archival repository might be to treat all embedded files in PDF/A-3 files as outside its preservation responsibility. A repository should establish its own rules for dealing with embedded files in PDF/A-3 documents in general, just as it needs to establish rules for dealing with files in a generic aggregation format, such as ZIP. Some repositories might disallow embedded files in PDF/A documents; some might immediately extract the embedded files and make individual preservation commitment decisions; some might accept PDF/A-3 files but make no commitment with respect to an embedded files.

We recognize that there are scenarios where PDF/A-3 makes excellent sense. One scenario is that of "hybrid archiving" in which a document originates and is edited in a word-processor, but is managed in a document management system as a PDF/A-3, with the source word-processor file embedded within the PDF document. In this scenario, the document is considered archive-ready throughout its lifecycle, and it is reasonable to consider the embedded source file as non-archival.

Other scenarios where use of PDF/A-3 seems appropriate are where a document is essentially a record of a transaction between two stages in an information workflow. Examples of such transactions are invoices and court filings. Such a transaction requires a format that preserves the visual content of a document across devices and operating systems (a primary objective of PDF/A), but may also benefit from a machine-processable representation of part or all of the content. This could be an XML document using a standard or well-known schema. {Examples: German invoices, US Bankruptcy Court filings}

Yet another scenario is from the Brazilian government, where the XML version is the official version, but one potential dissemination format is PDF/A-3 with the XML master embedded.

----

NDSA:PDF Exploration

2013-01-23T15:49:34Z

Caar: /* Background Materials */ Uploaded notes from late 2011 exploration of XMP wrt adoption and tools

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==

*Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

*Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

*Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

*Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

*Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

*See case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

*Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

*Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

Notes:

[[NDSA:January 22, 2013 Call]]

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.

*Unofficial XMP notes from 2011 explorations by Caroline Arms -- Please do not distribute
**[[NDSA:Media: XMPbackground_20111130_cra.pdf‎ | Notes on XMP and tools available to LC]]
**[[NDSA:Media: XMPexplore_20111209_cra.pdf‎ | Summary of exploration of XMP use external to LC]]

==Possible future actions==
*Once charter is reviewed by main NDSA Standards Group, extend participation call to
*Set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)
*Extend invitation to join beyond active NDSA participants, e.g. to LC staff involved in Best Edition choices.

NDSA:PDF Exploration

2013-01-23T15:45:11Z

Caar: /* Background Materials */

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==

*Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

*Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

*Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

*Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

*Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

*See case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

*Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

*Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

Notes:

[[NDSA:January 22, 2013 Call]]

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.

*Unofficial XMP notes from 2011 explorations
**[Media: XMPexplore_20111209_cra.pdf‎ | Summary of exploration of XMP use external to LC]

==Possible future actions==
*Once charter is reviewed by main NDSA Standards Group, extend participation call to
*Set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)
*Extend invitation to join beyond active NDSA participants, e.g. to LC staff involved in Best Edition choices.

NDSA:PDF Exploration

2013-01-23T15:44:43Z

Caar: /* Unofficial XMP notes from 2011 explorations */

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==

*Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

*Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

*Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

*Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

*Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

*See case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

*Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

*Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

Notes:

[[NDSA:January 22, 2013 Call]]

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.

*Unofficial XMP notes from 2011 explorations=
**[Media:XMPexplore_20111209_cra.pdf‎ | Summary of exploration of XMP use external to LC]

==Possible future actions==
*Once charter is reviewed by main NDSA Standards Group, extend participation call to
*Set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)
*Extend invitation to join beyond active NDSA participants, e.g. to LC staff involved in Best Edition choices.

NDSA:PDF Exploration

2013-01-23T15:42:08Z

Caar: /* Unofficial XMP notes from 2011 explorations */

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==

*Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

*Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

*Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

*Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

*Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

*See case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

*Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

*Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

Notes:

[[NDSA:January 22, 2013 Call]]

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.

=Unofficial XMP notes from 2011 explorations=
*[Media:XMPexplore_20111209_cra.pdf‎]

==Possible future actions ==
*Once charter is reviewed by main NDSA Standards Group, extend participation call to
*Set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)
*Extend invitation to join beyond active NDSA participants, e.g. to LC staff involved in Best Edition choices.

NDSA:XMPbackground 20111130 cra.pdf

2013-01-23T15:40:52Z

Caar: Notes on XMP and tools.

Notes on XMP and tools.

NDSA:XMPexplore 20111209 cra.pdf

2013-01-23T15:39:41Z

Caar: Summary of external contacts wrt use of XMP in PDFs

Summary of external contacts wrt use of XMP in PDFs

NDSA:PDF Exploration

2013-01-23T15:03:28Z

Caar: /* Background Materials */

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==

*Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

*Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

*Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

*Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

*Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

*See case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

*Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

*Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

Notes:

[[NDSA:January 22, 2013 Call]]

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.

===Unofficial XMP notes from 2011 explorations===

==Possible future actions ==
*Once charter is reviewed by main NDSA Standards Group, extend participation call to
*Set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)
*Extend invitation to join beyond active NDSA participants, e.g. to LC staff involved in Best Edition choices.

NDSA:PDF Exploration

2013-01-23T15:01:22Z

Caar: /* Background Materials */ Made new heading for possible future actions

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==

*Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

*Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

*Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

*Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

*Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

*See case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

*Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

*Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

Notes:

[[NDSA:January 22, 2013 Call]]

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.

==Possible future actions ==
*Once charter is reviewed by main NDSA Standards Group, extend participation call to
*Set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)
*Extend invitation to join beyond active NDSA participants, e.g. to LC staff involved in Best Edition choices.

NDSA:January 22, 2013 Call

2013-01-23T14:54:32Z

Caar: /* Meeting Notes */ Adjusted para beginning "PDF/A-3 miight be better than"

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

Back to [[NDSA:PDF_Exploration | PDF Exploration Page]]

=Agenda=
None in advance

=Participants=

Kevin DeVorsey, Don Chalfant, Kate Murray, Sheila Morrissey, Carl Fleischhauer, Caroline Arms, Butch Lazorchak

=Meeting Notes=

Discussion on PDF as a "wrapper" and what that means for this effort.

What is the "use case" where someone would include embedded files in a PDF/A-3 document but NOT feel that information was important to preserve?

Example: Epub3 packaging. Define behaviors for handlers of different kinds of content. This is a "less encapsulated" container than PDF/A-3.

Complexity=risk. Hard to say that we'd ever get to the point where we'd differentiate between "record" material and "non-record" material within a single file.

The downstream uses of content is not only recreating the user experience of 2013 but to manipulate an entire corpora of files. This is different from the preservation of the original user experience.

SIP-based formats for bundling things together are more flexible.

Embedding things in a PDF with such a limited description of what it is is troubling. You're forced to provide a mime-type but that's probably not good enough. That should be documented as part of this analysis.

Are more people using XML/SGML now? Get these from almost every single publisher but largely get header/abstract as opposed to fulltext. Page image becomes the full intellectual content of the document for something like 20 million journal articles.

The use of tablets and phones is putting pressure on PDF as a format.

Scholarly communication, just what exactly is a publication? Many more things are out in the universe, not necessarily XML. Adobe in their suite of tools now knows how to make ePub.

Are there some narrowly defined uses where PDF/A-3 would be useful? Redundant information, the spreadsheet that represents the frozen information in the PDF.

Imaging the uses cases is one of the outputs of this group. Not necessarily outright prohibition but to articulate the positive side of it.

In academic circles, making data available as well as the conclusions. Some of these packaged up presentations would make it easier to put together the data with the conclusions. Anything in the profile that would support the effort to share data and make it available?

Supplementary materials: not the main body of an article but ancillary and enriching materials that support but are not essential to the original document.

Embedding in a PDF for an article is not a solution for preserving the data. The data should be preserved in an archive so that it was available for people searching across datasets. Appropriate for distributing to the immediate generation of readers.

Would need more metadata in the PDF/A to describe the embedded materials.

We just need to articulate the terrain really well, not solve all the problems.

The relationship between the embedded objects and the PDF/A-3 wrapper has not been articulated clearly enough. This is an area we could provide some guidance on describing the materials to a much greater degree.

Data for useful reuse or validation, you need a lot of quite specific information about the data and how it was collected. More than just a spreadsheet of values. For this reason the embedded data should not be thought of as preserved just because it's been embedded.

Can we stipulate the requirements that people would put in their archival documents. The history to date of the use of embedded XMP metadata has not been entirely successful.

Is our hesitation to embrace PDF/A-3 based on our lack of tools? Other workflows have excellent tools but perhaps our workflow has poor tools?

PDF/A-3 might be better than the older ways to embed audiovisual content in a PDF. At least with A-3 what seems to be intended is that you have things that can live as independent files and they can be extracted as independent files. Conforming readers are supposed to be able to create copies of those embedded documents external to the PDF document.

NDSA:PDF Exploration

2013-01-17T14:37:35Z

Caar: /* Statement of the Problem and Goals for Addressing the Problem: */ Amplified to cover explicitly the circumstances that LC faces for copyright deposit

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
The single extension to PDF/A-2 in PDF/A-3 is the ability to embed files of any type within a PDF/A document.
PDF/A-3 was designed to accommodate supplementary media files for text documents. Issues raised by this extension include:

* Is PDF/A-3 appropriate as a de facto normalization wrapper format for some or all media types or in particular circumstances?
* For circumstances where PDF/A-2 has already been deemed an appropriate preservation format (primarily for textual documents), what are the risks and opportunities offered by the ability to embed content in non-PDF formats?

The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different scenarios that include both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
----
Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

Use case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:PDF Exploration

2013-01-17T14:24:59Z

Caar: /* One Sentence Description: */ Extended to cover PDF/A-3 as extension tp PDF/A-2 in circumstances where earlier version has been adopted or recommended

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper in different preservation scenarios, including use as an extension to PDF/A-1 and PDF/A-2 in circumstances for which those formats have been adopted or recommended and use as a wrapper for various digital asset/media types, such as textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
It is unclear whether PDF/A-3, which was designed to accommodate supplementary media files for text documents, is appropriate as a de facto normalization wrapper format for all media types. The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different media types that includes both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
----
Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

Use case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murray, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:PDF Exploration

2013-01-09T20:12:38Z

Caar: /* PDF/A-3 Use Case Scenarios */ Added use cases from Luratech Webinar

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper for various digital asset/media types including: textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
It is unclear whether PDF/A-3, which was designed to accommodate supplementary media files for text documents, is appropriate as a de facto normalization wrapper format for all media types. The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different media types that includes both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
----
Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

Example from Luratech Webinar used to show primary intent of PDF/A-3: PDF/A document with diagram based on data, with embedded spreadsheet associated with diagram, metadata associated with subsection of document, source word-processing file, and audio rendering of the document (perhaps for accessibility).

Use case #1 from Luratech Webinar: Scanned documents, with the scanned image as the main PDF/A content, with native metadata in XML embedded.

Use case #2 from Luratech Webinar: "Hybrid archiving" used when document in its active life cycle, further versions might be created. Create PDF/A-3 for archive-ready rendition and embed the document in its native (e.g., word-processor) format. Built in to a standard workflow, this would leave documents "archive ready" at all times.

Use case #3 from Luratech Webinar: Human-readable invoice with embedded data marked up in CEN Core Invoice Standard (XML).

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murrary, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:PDF Exploration

2013-01-09T19:26:25Z

Caar: /* Signifiers of Success and Outcomes: */ Added reference from FDD as outcome

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper for various digital asset/media types including: textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
It is unclear whether PDF/A-3, which was designed to accommodate supplementary media files for text documents, is appropriate as a de facto normalization wrapper format for all media types. The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different media types that includes both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines referenced in FDD (format description document) for PDF/A-3 [http://www.digitalpreservation.gov/formats/fdd/fdd000360.shtml]
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
----
Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murrary, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:PDF Exploration

2013-01-09T17:40:20Z

Caar: /* Background Materials */

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper for various digital asset/media types including: textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
It is unclear whether PDF/A-3, which was designed to accommodate supplementary media files for text documents, is appropriate as a de facto normalization wrapper format for all media types. The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different media types that includes both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
----
Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murrary, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | Slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos. Do not distribute.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:PDF Exploration

2013-01-09T17:29:41Z

Caar: /* Background Materials */ Added slides from Luratech Webinar

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper for various digital asset/media types including: textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
It is unclear whether PDF/A-3, which was designed to accommodate supplementary media files for text documents, is appropriate as a de facto normalization wrapper format for all media types. The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different media types that includes both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
----
Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murrary, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's thoughts on PDF/A-3 circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3] Nov 8, 2012. Includes uses cases and demos.
*[[NDSA:Media: Luratech-PDFA3-Webinar-ENG.pdf | slides used for Luratech Webinar]] Nov 8, 2012. Includes uses cases and demos.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:Luratech-PDFA3-Webinar-ENG.pdf

2013-01-09T17:27:01Z

Caar: Slides used in Luratech PDF/A-3 webinar on November 8, 2012

Slides used in Luratech PDF/A-3 webinar on November 8, 2012

NDSA:PDF Exploration

2013-01-09T17:24:45Z

Caar: /* Background Materials */ Added link to Luratech webinar

Back to [[NDSA:Standards_and_Best_Practices_Working_Group | Standards Working Group Main Page]]

==Title of Activity or Project==
NDSA PDF/A-3 Scoping Project

==One Sentence Description:==
NDSA PDF/A-3 Scoping Project working group members will research the pros and cons of using the PDF/A-3 standard as an all-purpose wrapper for various digital asset/media types including: textual, audio, video, photo, and GIS data.

==Statement of the Problem and Goals for Addressing the Problem:==
It is unclear whether PDF/A-3, which was designed to accommodate supplementary media files for text documents, is appropriate as a de facto normalization wrapper format for all media types. The goal is to develop guidelines for the appropriate use of PDF/A-3 with respect to different media types that includes both detailed technical information and a practical quick reference guide for end-users.

==Strategic Value of Activity:==
* Improve understanding of best practices for using PDF/A-3 in digital preservation activities
* Enhance consistency and improve long-term viability of digitally preserved content
* Provide guidance to those considering PDF/A-3 as a long-term archiving format

==Required Resources:==
* Time of working group members
* Publishing venue(s)
* Communication channels

==Roadmap:==
# Hold regular working group conference calls (monthly, between NDSA Standards WG calls)
# Draft document and review
# Invite broader NDSA member feedback
# Publish document (digitalpreservation.gov, others?)

==Dissemination of Knowledge:==
* Publish report on digitalpreservation.gov
* Write a blog post
* Announce on NDSA member organization communication channels
* Present at conferences that members (and non-members?) are attending

==Signifiers of Success and Outcomes:==
* Completed guidelines document published on digitalpreservation.gov
* Guidelines document referenced on related Wikipedia pages
* Guidelines in use or recommended by NDSA participating organizations or others
* Publication at other conferences/other journals

==Questions to Ask and Answer==
*Talk about background (what is pdf/a-3 and how is it different from earlier versions of PDF/A)
*Iterate categories of materials/use cases/concrete examples where it makes sense to use A-3 and other categories where it doesn't make sense. Example: if you're sending a video file don't put it in a PDF! If you had a certain kind of a journal article that had a static version of the spreadsheet in the doc but a malleable version embedded perhaps that argues for it.
*Risks to the format (scenarios in why this might be bad and why)
*Possibilities of the format (scenarios in why this might be good and why)
*Have list of defined terms in our document. How do these relate to the terms in the ISO spec. Leverage NDSA Levels of Preservation glossary. Link to glossary.

==PDF/A-3 Use Case Scenarios==
Add them here! We can create a separate page as necessary.
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Example: Federal agency with a document management system puts an MPEG video file (and nothing else) into a PDF/A-3 file to store and then, later, to submit as an SIP (Submission Information Package) to NARA for long-term management.

Example: Publisher has a text-only article and puts it into a PDF/A-3 file, even though, in the past, the publisher used PDF/A-2. The article is then sent to library where it will be preserved for the long term.

Example: Publisher has an article that includes a complicated table, "frozen" in place, and puts it into a PDF/A-3 file, along with the Excel file from which the table was generated, in order to make it easier for a future researcher to have a malleable version of the table for use when writing another article on the same subject.

Example: Data creator has a digital map, a report, a database, digital photos, and detailed metadata that comprise a whole and wants to archive these together for the long-term.

==Members==
*Caroline Arms, Library of Congress (caar@loc.gov)
*Don Chalfant, NARA (Donald.Chalfant@nara.gov)
*Kevin DeVorsey, NARA (Kevin.DeVorsey@nara.gov)
*Chris Dietrich, National Park Service (chris_dietrich@nps.gov)
*Carl Fleischauer, Library of Congress (cfle@loc.gov)
*Butch Lazorchak, Library of Congress (wlaz@loc.gov)
*Sheila Morrissey, Ithaka (Sheila.Morrissey@ithaka.org)
*Kate Murrary, NARA (Kate.Murray1@nara.gov)

==Calls and Notes==

Call information:

*Call-in toll-free number (US/Canada): 866-469-3239
*Participant access code: 21408589

Next call: Tuesday Jan. 22, 2013, 2:00 P.M.

==Background Materials==

*[http://www.digitalpreservation.gov:8081/formats/fdd/fdd000360.shtml Library of Congress Sustainability of Digital Formats DRAFT PDF/A-3 format description document (FDD)] COMMENTS PLEASE to caar@loc.gov and cfle@loc.gov
*[http://blogs.loc.gov/digitalpreservation/2012/11/all-in-embedded-files-in-pdfa/ Blog Post on PDF/A-3 on the Signal]
*[[NDSA:Media: TheNetworkIsTheFormat.pdf | Sheila M. Morrissey, The Network is the Format: PDF and the Long-term Use of Digital Content, Archiving 2012, pg. 200-203 (2012)]]
*[[NDSA:Media: CommentsOnISO19005-3_smorrissey.pdf | Ithaka comments on ISO 19005-3 draft]]
*[[NDSA:Media: PDFA3-crathoughts_20121126.doc | Caroline's document circulated in late November, 2012]]
*[http://www.youtube.com/watch?v=g-tJRSsZHyc Video of Webinar by Luratech on PDF/A-3 ] Includes uses cases and demos.
*In future set up calls with Steve Levinson (U.S. Courts) and Leonard Rosenthal (Adobe)

NDSA:PDF Exploration

2013-01-09T17:14:36Z

Caar: /* Background Materials */ uploaded my 20121126 thoughts on PDF/A-3

NDSA:PDFA3-crathoughts 20121126.doc

2013-01-09T17:11:23Z

Caar: Document circulated in late November 2012

Document circulated in late November 2012

NDSA:PDF Exploration

2013-01-09T17:02:24Z

Caar: /* Background Materials */ added request for comments on FDD