Frequently Asked Questions

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Q) Up to now we've used normal PDF for archiving digital documents. Why is PDF/A better? 

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Ans) Considering the above, internationally a need for a universal standard was felt and that is where PDF/A came into being PDF/A is an ISO 19005-1:2005 standard meant for archiving. 

PDF/A-1 is a form of Adobe PDF version 1.4 intended to be suitable for long-term preservation of page-oriented documents for which PDF is already being used in practice. The ISO standard [ISO 19005-1:2005] was developed by a working group with representatives from government, industry, and academia and active support from Adobe Systems Incorporated.

 Q) What is the difference between PDF and PDF A?

 Ans)  PDF/A is an archival format of PDF that embeds all fonts used in the document within the PDF file. This means that a user of your file will not have to have the same fonts that you used to create the file installed on their computer to read the file.

PDF/A is an ISO-standardized version of the Portable Document Format (PDF) specialized for use in the archiving and long-term preservation of electronic documents. PDF/A differs from PDF by prohibiting features unsuitable for long-term archiving, such as font linking (as opposed to font embedding) and encryption. 

The PDF/A standards attempts to maximize:

 1. Device independence(can open in any device including today’s Android etc.,)
2.  Self-containment (each document will have the complete date of the document archived
date, time etc., a Tamper proof document)
3. Self-documentation (is considered to be next original)

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Q) Is PDF/A better than TIFF? 

Ans) The answer is definitely Yes! But not with respect to compression.  It is said that PDF/A is better because it offers more advanced compression mechanisms than TIFF.  TIFF offers essentially the same compression algorithms as PDF/A does. The real strength of PDF/A is that it provides the embedding of color profiles, metadata and optically recognized text in a standard manner. Furthermore, PDF/A is a uniform standard for scanned as well as digital documents. 

One of the main requirements in the scan to PDF/A conversion process is to reduce the file size. A smaller size is often achieved at the price of a lower quality. There are some factors which have an influence on the quality / size ratio:

1. Color vs. Gray vs. Black / White

2. Choice of compression algorithm (lossless vs. lossy)

3. Multi vs. single page

4. MRC (Mixed Raster Content) mechanism

Q) Will a digitized file open after 25 years? Will the digitized file open in exactly the same pattern as it was scanned?

 Ans) The PDF/A standards attempts to maximize Device independence (can open in any device including today’s Android etc.,) any time anywhere.
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​​Q) What is the difference between scanning and digitization?

 Ans) As nouns the difference between scanning and digitization is that scanning is the act of something being scanned while digitization is the conversion of data or information from analog to digital or binary.

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Q) Will the digitized documents open in any OS like Win, Mac, Android, etc.?

 Ans) Yes, since it is device independent, it can open in any OS.

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Q) How much time would large files take to open?

 Ans) Yes it can open in fraction of a seconds, if the files are linearized.

Q) What is a linearized PDF?

​Ans) A linearized PDF file is a special format of a PDF file that makes viewing faster over the Internet. Linearized PDF files contains information that allow a byte-streaming server to
download the PDF file one page at a time.

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​Q) How can you tell if a PDF is linearized?

 Ans) Yes - In Adobe Acrobat and Adobe Reader, the best way to see if a PDF is Linearized is to look at the Document properties. If the file is a linearized PDF, the item Fast Web View will display
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​Q) Are these documents editable?

 Ans) It is not possible if it is encrypted.
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​Q) What is encrypt PDF?

 Ans) Encrypting a PDF document protects its content from unauthorized access. Confidential PDF documents can be encrypted and protected with a password. Only people who know the password will be able to decrypt, open and view those documents. 

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​Q) Will court of law accept these digitized files/documents in place of original if lost/damaged?

 Ans) Unfortunately there isn’t a uniform answer throughout the globe. Many of the documents that are saved are for operational purposes. But an even large volume is saved is for legal reasons. This may be obvious ones like contracts but it is also all of the backup required for legal filings.

Q) What is the Average Price of a Scanning Project?​

​Ans) Typically, a Property document consisting of min 200 pages, our scanning project costs anywhere from Rs. 2.50 – 4.50 per page scanned. The price of your projects will vary according to what your needs are. It’s important to determine how much you have to scan, and any special features or service options you need

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Q) What is Records management and Record keeping?

 Ans) Records management metadata is aligned with administrative-type metadata in that its function is to assist in the management of records over time; this information typically includes descriptive (and, more recently, preservation) metadata as a subset of the information necessary to both find and manage records.

Record Keeping is all your digital data now in one place and It is an investment-free solution to build a digital library

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​Benefits of Property digitization:

 1. Document scanning helps to manage paperwork easily and decrease retrieval time.

2. Upgrading to a digital management system is a seamless transition that will help manage your documents more efficiently.
3. Digital documents are easier to secure, can be accessed from anywhere, and eliminate cabinets full of files in the office.
4. Every file and sheet will be indexed with the option to be editable, including the ability to digitally review and sign documents remotely. Conveniently schedule meetings and
closings with clients at a time and place that is conducive for them.
5. Converting to a paperless office can be one of the easiest ways to store and access any real estate and mortgage documents. 

6. Increased Visibility. Digital documents can be shared instantly to multiple attorneys, allowing you to eliminate the need to multiple paper copies of any file.
7. The sensitive nature of documents that contain personal information and facts about the case can be secured instantly.  
8. Go Green. Document scanning allows you to reduce the carbon footprint of your office; use electronic documents to eliminate paper-intensive processes and reduce the
replication of files.

Conclusion

Starting a scanning project seems like a simple task- but finding the right company to do your scanning for you is just one piece of the puzzle. Proper research and preparation will make the transition to a paperless office seamless, and you’ll see the benefits of a digital document management system instantly!

Our goal for this article is to help provide you with the reasons why you should consider migrating to electronic documents, and provide you some tips on how to get your scanning
project off on the right foot.

These considerations will help you get an accurate quote for your project, reduce the lead time and the total time it will take to complete your project, and ensure that you select the right system to store and access your files. Document scanning, cloud storage, and Electronic Document Management Systems have changed the face of document management forever.

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The sooner you take the leap to a digitize your records, the better the future that are right in front of you which could make you realise that your investment is worth.