The Birth of a Standard
In 1991, one of Adobe’s co-founders, John Warnock, created the PDF. His goal was to provide a solution to capture electronic documents that would make them readable from any application and operating system. He might not have known it at the time, but he had just invented one of the greatest IT standards.
A Document Made to Last
What makes PDFs so unique? When you create a PDF, you capture everything in your document, including text and images. The process also—and this is very important—ensures its sustainability over time, much like a paper document.
Indeed, unlike other electronic formats, a PDF preserves the readability of its content without being affected by changing operating systems or future updates.
This means that it is possible to archive documents on hard disks or in the cloud instead of storing them in physical filing cabinets. Besides being stable and durable, PDFs make it possible to guarantee document integrity by incorporating a digital signature. The affixing of electronic signatures is defined by PAdES standards, issued by the European Telecommunications Standards Institute (ETSI TS 102 778). It guarantees the highest degree of reliability.
Fun Fact: The popularity of PDFs is mainly due to the defunct Netscape Navigator browser, which was one of the first to offer a free PDF reader.
Geek Fact: To guarantee the non-repudiation of a PDF, a digital signature certificate can be embedded in the PDF that associates the signer’s identity with the PDF’s digital fingerprint. In the event that the PDF is inadvertently altered after signing, its fingerprint will change and no longer correspond to the fingerprint in the certificate.
Fun Fact: There are fewer than 100 companies worldwide that adhere to the Adobe Approved Trust List (AATL) certification and Notarius is the only Canadian member.
An International Quality Guarantee
PDFs meet universal quality criteria globally, and across highly regulated industries such as engineering and architecture. While long under the aegis of Adobe, the PDF is now an open patent governed by the International Organization for Standardization (ISO 19005 and ISO 32000).
As a result, today there are various PDF formats dedicated to specific uses to better meet the needs of different industries. Some examples include:
- PDF/A for archiving and legal documentation
- PDF/X for printers and editors
- PDF/UA for documents adapted for users with disabilities
Geek Fact: The PDF/A format is ideal for archiving, but what are the ideal use cases for PDF/A-1, 2 or 3?
- PDF/A-1 is the most restrictive since it cannot integrate attachments.
- PDF/A-2 allows for text searches and the attachment of additional PDF/As.
- PDF/A-3 permits the user to attach different types of documents (such as videos and AutoCAD plans), without guaranteeing the readability of these attachments. Nevertheless, the integrity of the PDF and its attachments is guaranteed.
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Fun Fact: The Land Register of Québec has accepted PDFs for more than 20 years.
Geek Fact: Zero encryption - Used to prevent restricted material from being seen, encryption runs counter to the purpose of PDF/A archiving. Consequently, PDF/As cannot be encrypted because this would be an obstacle to viewing the information and ensuring conformity.
Transforming Cities and Institutions
Internationally, countless professionals, crown corporations and governments are already using PDFs to increase productivity and reduce significant printing and retention costs.
For example, an architect can now have plans approved by suppliers and city administrators in just a few clicks, streamlining a process that used to take weeks.
At Notarius, we recommend using PDF/A-3s as they act as standalone files, meaning that fonts and other documents are encapsulated within them.
There is no need for an internet connection or external software to read the documents.
But what makes this file type even more secure is that, once digitally signed, a PDF/A cannot be edited without leaving a trace. Thus, the original contents can still be restored, in compliance with most laws and regulations regarding electronic documents.
Fun Fact: Harvard University collects documents in PDF/A format, as do the US Library of Congress and the National Archives.
Documents That Can Be Read 100 Years from Now
With the advent of the digital age, it’s no surprise that PDFs are at the centre of major urban construction projects and important commercial agreements. Because they are accessible and standardized across the world, PDFs and digital signature tools ensure unparalleled legal reliability while facilitating the archival processs.