How to archive PDFs for the long term
1 min read·25 July 2026
Want to preserve documents for 10, 20, or 50 years and still be able to read them later? There are specific requirements for archive-worthy PDFs. Learn what PDF/A is and what steps to take.
What is PDF/A?
PDF/A is an ISO standard for long-term archiving of documents. The "A" stands for Archiving. PDF/A files contain all necessary information (fonts, colours) embedded in the file and are self-contained — regardless of what software you use in 30 years.
Why regular PDFs are not good enough
Regular PDFs can contain external fonts, JavaScript, encryption, or external links that may no longer work after years. PDF/A prohibits all of this. Many government agencies and archives require PDF/A for formal document submission.
PDF metadata
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Clean up metadata for archiving
Remove or edit irrelevant metadata (version notes, author name) with the metadata tool. Do add meaningful metadata: title, subject, keywords — so the document is findable later.
Flatten for stability
Use the flatten tool to permanently embed all interactive elements (form fields, annotations) in the PDF. A flat PDF is more stable and universally readable on future systems.
File name and storage
Use logical file names: "2026-07-25_contract_projectX.pdf" instead of "document_final_v3.pdf". Store in multiple locations (local + cloud) and make periodic backups.
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