11 Replies Latest reply: Feb 1, 2013 1:21 PM by Penny Dudley RSS

    Choose an Adobe PDF preset for converting files

    community help Community Member
        • 1. Re:  Choose an Adobe PDF preset for converting files
          Penny Dudley

          One of your chat people said that I could convert PDF files to PDF/A files with Acrobat X Standard.  I'm still trying to find out how!

           

          Penelope

          • 2. Re:  Choose an Adobe PDF preset for converting files
            Bill@VT CommunityMVP

            Either in the printer > Adobe PDF > properties > settings tab, select the PDF/A settings file (don't remember the name, but it should be obvious). If you are using PDF Maker in WORD or such, select the create PDF preferences and again select the PDF/A settings file.

             

            If you have created a PDF, you can also use preflight and select the convert to PDF/A script.

             

            (I need to go to my other computer if you need names of scripts and such.)

            • 3. Re:  Choose an Adobe PDF preset for converting files
              Penny Dudley Community Member

              Thanks.  I used CHAT to get a way to do it directly from Acrobat X.

              • 4. Re:  Choose an Adobe PDF preset for converting files
                Penny Dudley Community Member

                This is a follow-on question:

                 

                After I converted my PDF (with OCR capability) to PDF/A, I had lost the OCR capability in the converted file.

                 

                How do I insure that the OCR capability remains in the PDF/A file?

                 

                Penelope

                • 5. Re:  Choose an Adobe PDF preset for converting files
                  Test Screen Name CommunityMVP

                  It would be against the point of PDF/A to make the PDF/A file and then OCR it.

                   

                  The PDF/A file is supposed to be (a) final, for archiving (b) treatable as effectively uneditable (c) containing the maximum possible information for text extraction, so OCRd. Also, even if the OCR worked the file would not be PDF/A any more.

                   

                  So, change the order: OCR first, then PDF/A. Convert to PDF/A must always be the last step.

                  • 6. Re:  Choose an Adobe PDF preset for converting files
                    Penny Dudley Community Member

                    I understand that OCR-ing a PDF/A file would defeat the purpose.

                     

                     

                     

                    My problem is:

                     

                                    I have a PDF file which has been OCR-ed.

                     

                                    When I convert the file to PDF/A, I seem to lose the OCR capability.

                     

                                    Is this what is supposed to happen?  Perhaps I don’t understand what OCR does to the file – embed something?

                     

                     

                     

                    Penelope (Penny)

                    • 7. Re:  Choose an Adobe PDF preset for converting files
                      Test Screen Name CommunityMVP

                      What do you lose? I don't understand "OCR capability" except to mean "a file that could be OCRd"...

                      • 8. Re:  Choose an Adobe PDF preset for converting files
                        Penny Dudley Community Member

                        After OCR-ing, you have the ability to do “find” for a name – or other text.

                         

                         

                         

                        These files are paper timesheets which have been scanned to PDF.

                         

                        I am trying to convert them to PDF/A for use as backup for IRS regulations.

                         

                         

                         

                        I “assumed” (yeah, I know) that the OCR capability would carry forward in the conversion.

                         

                        If this is not the case, just let me know and we’ll look them up another way.

                         

                         

                         

                        Thanks for your patience.

                         

                         

                         

                        Penny (Penelope) Dudley

                        • 9. Re:  Choose an Adobe PDF preset for converting files
                          Test Screen Name CommunityMVP

                          Ok, I guess you mean you lose the ability to search for text. That surprises me too.

                           

                          I recommend you describe the exact method you are using to go to PDF/A, because there is certainly more than one way, and I can imagine some bad ways that might do it.

                          • 10. Re:  Choose an Adobe PDF preset for converting files
                            Bill@VT CommunityMVP

                            To help clarify the OCR a bit. You can only OCR an imaged PDF one time. If the PDF is not a set of pure images it can not be OCR'd. OCR stands for optical character recognition and once it has been done there is no need to redo it. There are multiple options with the OCR. 1. Clearscan replaces text it finds with the best guess. If you were wanting to convert to a text document and deal with editing, this would be the choice. 2-3. Searchable text leave the image alone (maybe what you want to keep the original time sheet view intact) and adds searchable text in a layer behind the image. This text allow the search capability.

                             

                            That being said, there is not real sense to retain OCR capability if you have OCR'd a document. The only question might be if the search capability would be retained. As I mentioned before, you would probably use the preflight to do this conversion to PDF/A.

                             

                            I just did an OCR (searchable on a graphic PDF). I then went to preflight and use the conversion to PDF/A. I first tried the 1a version and got errors and then repeated with the 1b and it said ti worked. After that the file was still searchable. I used AA9 for reference. With that said, it would seem that the process works as I understand your need.

                            • 11. Re:  Choose an Adobe PDF preset for converting files
                              Penny Dudley Community Member

                              I have tested this two ways online:

                               

                               

                               

                              Open a PDF file with OCR capability

                               

                              SAVE AS “appropriate file name”

                               

                                              SAVE AS TYPE PDF/A (.*pdf)

                               

                                              Preflight setting = SAVE AS PDF/A-1b

                               

                              Just re-tried this and it worked!; I can “find” !

                               

                               

                               

                              Open a PDF file with OCR capability

                               

                              SAVE AS OTHER “appropriate file name”

                               

                                              ARCHIVABLE PDF (PDF/A)

                               

                              Just re-tried this and it also worked!: I can “find” !

                               

                                               

                               

                              Guess I must have done something “strange”, but no problems, now.

                               

                               

                               

                              Thanks for your help & patience.

                               

                               

                               

                              Penelope (Penny) Dudley