PDF/A long-term archiving with n2pdf

Every company must store its data, including its e-mails, for a longer period of time and set up a legally compliant long-term archive. We recommend the PDF/A format for this. Since most companies already work with certain business applications, it should be possible to link corresponding archiving solutions as seamlessly as possible to the specified conditions.

Using n2pdf for long-term archiving with HCL Notes

You are using HCL Notes and want to create a PDF archive in order to be able to store your documents in a legally compliant manner for the long term? With the PDF/A format recommended by us and the use of n2pdf you will always meet the requirements and legal regulations. Our webPDF software is then also used for the PDF/A creation. The format is regularly developed further. In the meantime, the archive format of PDF has been incorporated into the following further developments and extensions of PDF/A:

  • PDF/A-1 (PDF/A-1a and PDF/A-1b) – More information here…
  • PDF/A-2 (PDF/A-2a, PDF/A-2b and PDF/A-2u) – More information here…
  • PDF/A-3 (PDF/A-3a, PDF/A-3b and PDF/A-3u) – More information here…

The software n2pdf supports PDF/A-1 to PDF/A-3 in all three conformity levels:

A (PDF/A-1a, PDF/A-2a or PDF/A-3a) Accessible – Ideal for long-term archiving and offers both clear visual reproducibility and eAccessibility as well as the ability to map text to Unicode This layer is also suitable for mobile devices and is recommended for pure text archiving
B (PDF/A-1b, PDF/A-2b or PDF/A-3b) Basic – minimum requirements of the ISO standard, also well suited for long-term archiving, also offers clear visual reproducibility, accessibility and is recommended for graphics/pictures/tables
U (PDF/A-2u or PDF/A-3u) Unicode – Meets all requirements and all text is in Unicode, which also simplifies searchability and copying of Unicode text for optical character recognition (OCR)

With HCL Notes the implementation of a legally compliant mail archive is very easy. With the software n2pdf you have all possibilities to create a long-term archive with PDF/A (ISO standard 19005). Your documents are also secured, readable and usable in the future.

Advantages of a PDF archive for HCL Notes users

The structure and the possibilities that a PDF archive offers make it attractive for Notes applications. In addition to searchability, PDF documents can also contain complex structures and cross-references, which is absolutely ideal for Notes users. With n2pdf you have the possibility to preserve the data structure of the Notes application in the PDF and also to extend it. The advantage of n2pdf is that all users can make use of these possibilities without much effort. This is where the application of n2pdf Archive with Search & View comes in, which enables all these features.

Why a document archive based on PDF?

The PDF format is ideally suited for legally compliant long-term archiving of e-mails and documents. PDF documents can be displayed anywhere, regardless of the requirements. It is ideally suited for data exchange, making it irreplaceable, especially in the business world. In addition, it is a freely accessible format and is recognized by government agencies. PDF/A (ISO standardization) is also suitable for worldwide use. PDFs can be created, displayed and printed anywhere, regardless of the platform, and offer very good protection against manipulation. In addition, PDF files are also easily searchable, which is perfect for a data archive. In addition to pure display, complex structures and cross-references can also be integrated into PDF documents, thus enabling convenient navigation through the contents.

Our video tutorial how to create a PDF-A archive for a Notes mailbox: