Converting files to PDF/A
The purpose of this document is to describe how files should be converted to the appropriate format before being added to the new production IR.
1. If you have Word or PowerPoint files, start by converting them to PDF files. Print the files as PDF files and save them on your computer. Make sure that the file has been converted correctly. In particular, some PowerPoint files do not convert correctly. Consult librarians if any conversion problems are encountered.
2. Open a PDF file in Adobe Acrobat.
3. Make sure that the PDF file is a searchable file by using the find function (Ctrl + F). If not, we will need to run the OCR process to make the file full-text searchable. Go to "Recognize Text" under Tools (on the top right side) and click on "In This File." Select "All pages" on the next window and click "OK." Save the PDF file when the OCR process is completed.
4. Convert PDF files to the PDF/A standard by following the steps below:
1) Print the file using PDF Creator.
2) Fill in “Title” and “Author” fields. For "Author" field, record only the first author's name as found on the resource (e.g., Forrest Link, not "Link, Forrest").
3) You will be asked to save PDF file with an appropriate file name. The file naming convention is first author’s last name plus the first six words of the title, all connected with hyphens. Use lower case for the file name. Example: link-mining-and-analyzing-circulation-an-ill.pdf
4) Open the PDF/A file output using Adobe Acrobat. Click the file icon (5th one on the left) and verify conformance to the PDF/A standard. Double-check to see if the converted file is still a searchable file by using the find function (Ctrl + F). The file passing the conformance and searchability tests is ready for uploading.
5. If the PDF/A conformance and searchability tests fail, the regular PDF file [text-searchable] will be uploaded with the correct file name after filling in the title and name information in File > Properties.
