PDF/A Procedures
Contents
1. Primary OCR Language English US PDF Output Style Searchable Image Exa Downsample To No Downsampling ok Cancel Page 3 of 11 5 Optimize File e To Optimize the PDF Select File gt Save As Other gt Optimize PDF Another dialog box will appear e Make sure that the settings on your computer match those in the PDF Optimizer screen below The settings should remain the same after the first adjustment but check them every time you do this process just to be sure because sometimes new updates will clear all settings e Click OK to optimize Larger documents may take longer to run e After Optimization save the file Open Ctrl O r copbLebBEG J Creste Dave Ctrl S E 6 riS T icrosoft Word b E Send File Spreadsheet k G Sones Microsoft PowerPoint Presentation 7 Get Documents Signed a R Rey ya HTML Web Page Close Cite Ww p Reduced Size PDF ee oe Certified PDF i i Print Ctrl P eae eee ee a 1 C Users kellonmmm Desktop WhiteETEST3 pdf Optimized POF Pd C Usersikellonmmm Desktop WhiteET ESt4 pdt Archivable POF PDF A 2 C Users kellommm Desktop WhiteETEST3 3 pdf Prese Ready POF POF X 4 C Users kellonimm Desktop WhiteE TEST pdf More Options 5 C2 Users kellommm Desktopi WhiteETEST2 pat Exit Ctrl Q PDF Optimizer Current PDF Version 1 6 Acrobat 7 x Images Image Settings Fonts Transparency Discard Object2. Le iG Consert te POFA 2u E Convert to POFjA 33 0 E cenvert to POF A 3b E amp Convert to POF A u p Remove POF 4 information Further Optons MNHS Archival Processing Manual Page 5 of 11 PDFA Procedures docx April 8 2014 Once Preflight has run you should see a Results screen with a green arrow signifying that no errors or warnings were found A red X will appear If errors were encountered during Preflght If an error occurs run Preflight again using the Analyze and fix button When Preflight has finished you should see a blue bar across the top of your file stating that the file is compliant with the PDF A standard 7 Verify Compliance With PDF A 1b e The last step is to run verification of your PDF A file to make sure it has been converted e If you see a red X after you run preflight make sure all of your j ameen n settings are right and repeat the process using the Analyze and BE nrama nena fix button If you continue to see a red X consult Preflight Report Help http www enfocus com media enfocus files downloads pit stop 20server 20manuals pspreflightreporthelpenus pdf MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 om Profiles oe Results gt Standards S Preflight profile Convert to PDF A 1b sRGB did not find any errors or warnings A Pages 1 2 from Gideon __AGMO002a pdf Discard image interpolation flag 2 objects SS convert to PDF A 1b 1 o
3. last page of the PDF file The file Template_Copyright_digitalversion pdf can be found at mnhs org DFS Departments Collections Management FindingAids Drafts e SAVE The File with another name and or in another location so as not to change the original document 3 Enter Document Properties e Add metadata by either selecting File gt Properties right clicking and choosing Properties or using the shortcut Control D e Clicking on Additional Metadata will open a screen that includes fields for copyright information Fill in necessary XMP data by following the guidelines in PDF A Standards for Digital Reproductions in the CMToolkit 4 Add OCR optical character recognition e Add OCR as needed handwritten text will not need o OCR Select Tools right hand sas side of screen gt Text Recognition gt AA In This File Tools Sign Comment Content Editing m Pages Interactive Objects Forms gt Action Wizard e A dialog box will appear The settings should be English Searchable Image Exact and No Downsampling Text Recognition lultiple Recognize text in this file uj Int OCR Suspects e Click OK to run OCR and save the file when OCR has finished MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 Recognize Text Den inn oat Strano Xm Pages All pages Current page From page fi to 5 Settings
4. DENT amp PRESIDENT OF NICK Fa HELMERS INC NEN YORK NOL VICE PRESIDENT amp CHIEF ENGINEER OF Page 11 of 11
5. DF Toch ip show in Qukk Tools Toolbar ki A T Chocke looh to add e Content Editing amp Page Interactive Objects Forms Action Wizard Text Recognition Protection e Document Processing Print Production JawaScript Aocesstbility e Analyse Sign amp Certify Crete Save amp Export Annotations Crawling Mlarioups Review Teik in Cuter Took pine gt Untitled I is ai Cancel Multiple files of varying file formats can be combined together in Adobe Acrobat Pro to create one PDF file Combining files together has two advantages When a collection component consists of item level files combining the items together provides fuller access to the whole component and better preserves its context Additionally combining multiple files into a single component can result in processing efficiencies by saving encoding time and file management costs A wide variety of common file formats are supported by Adobe Acrobat Pro The variety of formats can include PDF AutoCAD image multimedia html textual and Microsoft Office files File formats that are supported by Adobe Acrobat Pro are shown in the screenshot below Adobe PDF Files pdf 3D Files u3d pre Autodesk AutoCAD dwag dwt chd dw4 dst BMP brmp rle dib Compuserve GIF gif EMF ermf HTML html htm shtml JPEG Jpg Jpeg Jpe JPEG2000 j
6. Full Pages All Pages All Pages All Pages All Pages All Pages Options Help Miacified 420 201 4 20 2011 4 20 2011 4 20 2011 4 20 2011 4 20 2011 _ 4 20 2011 4 20 2011 4 20 2011 4 20 2011 a 4 20 2011 a 4 20 2011 4 20 2011 4 20 2011 AFL 2014 Combine Files error detection and thumbnail page numbers E Combine Files Add Files Name TE JMKellogg Construction 0001 A TFE JMkKellogg Construction 0002 FE JMKellogg Construction 0003 TE JMKellogg Construction 0004 SLUIMKellogg Construction 0005 FE JMKellogg Construction 0006 0 JMKellogg Construction 0007 T JMKellogg Construction 0008 FE JMKellogg Construction 0009 TE JMKellogg Construction 0010 FE JMKellogg Construction 0011 FE JMKellogg Construction 0012 TE JMKellogg Construction 0013 FE JMKellogg Construction 0014 FE JMKellogg Construction 0015 TE JMKellogg Construction 0016 FE JMKellogg Construction 0017 FE JMKellogg Construction 0018 Page Range Modified ase 5 O File Type Single PDF D Portfolio Other options T Always enable accessibility and reflow Always add bookmarks to Adobe PDF Show page numbers in Thumbnail View Convert all files to PDF when creating a portfolio o ca Eookmiark fa IMKellogg Ci IhMKellogg Ci IMKellogg Ci IMKellogg Ci IMKellogg Ci IMKellogg Ci IMKeltogg i Iikellog
7. PDF A Procedures Using Adobe Acrobat Pro v 11 to Process PDF A 1b Files The tasks involved in processing a PDF A file include oo eS i Make thumbnail Add digital copyright statement Enter document properties descriptive metadata and copyright information Add OCR for scanned images of typed text Optimize file for smaller size Convert to PDF A 1b file format Verify compliance with PDF A 1b Almost every step you need to perform uses a function from the default tool sets accessed via the Tools pane on the right hand side When you open the Tools pane a list of various tool sets appears These sets group similar functions together Clicking on the arrow next to a set in the tool list will open or close that set within the tool pane Clicking on the show hide icon allows you to add or remove tool sets Adobe Pro has default common and customizable tool sets you can change as you wish Four alternate methods can be used to access the Tools pane Method 1 _ o Method 2 Tools Customize Customize Toggles the tools This option pane on and off Be allows you to aware the Tools label will change depending on which E f k Content Editing switch between priu tool sets to create custom J Interactive Objects Forms tool set you last Action Wizard tool sets and to used B bop Recognition manage your Protection e Document Processing too sets Print Production Acces
8. bject SS Remove all alternate images 1 object amp Remove document structure compression 1 object amp Recompress LZW as ZIP 1 object SS convert color to sRGB 1958 objects S No problems found ip Overview Prefight information QY Embed Audit Trail Z Create Report File Edit Wiew Window Help E Create B S EN R S 9p gt 2 Mo o BB This ile claims compliance with the PDF A standard and has been opened read only to prevent modific ex Profiles gt Standards Show al P 2 gt Acrobat PDF version compatibility layers Convert to PDF A 1a SD corwert to PDF A 1b amp Convert to PDF A 2a conwert to PDF A 2 J convert to PDF A 2u Se Convert to POF A 3a B Convert to POF A 3b amp Convert to PDF A 3u D roatyze YD Analyze and fix Page 6 of 11 Adobe Acrobat Pro Tips Create Custom Tool Sets Using either View gt Tool Sets gt Create New Tool Set or Customize gt Create New Tool Set you can create a custom tool set that includes all the Adobe Pro steps used to save an extract as a JPG file and to convert a file into the PDF A 1b file format Select options from the left pane and add them to the right pane to create a custom tool set Options can also be moved up or down the tool set list to refine the order of your processing steps Combine Multiple Files Into a Single PDF File fait Ton Set POFA optimize sanassa P
9. e sure the Standards tab in the Preflight screen is set to Save as PDF A before you begin profiles i Create standard compliant POF Save as POF AL The POFA standard defines provisions for reliable POF exchange in the graphic arte industry POF files must contain al page content and resources for predictable viewing and output q Save as POF JA The POF A standard defines provisions for long berm archiving of electronic documents in the POF format Al content in a POF A fle must be contained in such a way that wewing or printing of the fle can be achieved reliably over a long period of Eme Save a POF E The POF E standard defines provisions for the use and exchange of engineering documents in the POF format It aloas for the inclusion of dynamic content te 30 modes a well as a wide range of annotations and at the same hme requires ihe presence of all content and resources in the POF fle to guarantee reliable viewing and printing In the Profiles tab select PDF A compliance gt Convert to PDF A 1b and either click Edit or click the Analyze and fix button in the lower right hand corner fe fs Flatten transparency high resolution JE E Flatten transparency low resolution JE E Aatten transparency medum resolution IG Convert to POFJA 1b 5 Inserts the label for POF i th inte the file if it is in accordance wath the regum ementa of the standard E Convert to POF A 2a E iE Convert to POF A 2b
10. g Ci IMKellogg Ci IMKelbogg Ce IMKellogg Ci IMKellogg Ci IMKellogg i IMiKellogg Cr IMiKellogg Ci Cancel MNHS Archival Processing Manual Page 9 of 11 PDFA Procedures docx April 8 2014 File Size Options include smaller default or larger resulting file sizes File Type Select Single PDF Bookmarks Bookmarks act like a table of contents to a PDF file and provide navigational links to that content When multiple files are combined into a PDF Adobe offers you the option of adding a bookmark for each individual source file to the resulting PDF When this option is turned on the resulting PDF file will contain bookmarks that list the filename of each individual source file The option of including bookmarks should be determined by whether or not master files are stored on a preservation server and by considering whether or not the filenames are meaningful Include bookmarks when master files will be stored on a preservation server in order to pair the access copy with those master files When source files will not be retained as master preservation files consider whether or not the individual filenames would provide meaningful navigation to content within the resulting file Include bookmarks when the filenames are meaningful Error Detection Turn this option on in order to verify that all added files have been combined If an error occurs the combination will stop mid process at the point where the error occurs Thu
11. mbnail Page Numbers Turn this option on to provide a graphical page by page navigation pane to the content within the PDF file Checking and Editing Bookmarks P Click on the bookmark ribbon to open the bookmarks pane Select a single bookmark or select multiple bookmarks and click on the garbage can to delete them amp Add a bookmark by selecting a page in the file where you want the bookmark to link then click on the new bookmark icon and type in a title for the bookmark MNHS Archival Processing Manual Page 10 of 11 PDFA Procedures docx April 8 2014 To change the name of a bookmark select the bookmark right click on it and select rename or just select the bookmark and then double click on it IE Binder pdf Adobe n nl Sa fice SPRBOSOPRPal S eRVRBBB ea a ae Ig me fe 75 6 fel Customize le Tools Sign Comment L Bookmarks oja Content Editing al E EEEE y aig JOHNSON DR amp P S te Edit Text amp Images J o zes Go to Bookmark weomsonaren T Add Tex JMKellogg Construction 0002 print Page s CONTRACTORS 3 oncien oinin aa A Le ty JMKellogg Construction 0003 Print Section s ne ke Relea pee cin AF JMKeliogg Construction 0004 Cut Cite X E Epor Fileto i JMKellogg Construction 0005 Delete uae sanen punoima More Content IP IMKellogg Construction 0006 MP JMKetlogg Construction 0007 IF JMKetlogg Construction 0008 _ Wep Long Bookmarks
12. ou can either click on the Add Files icon to browse for other directories or you can open a folder on your desktop and drag and drop files onto the Combine Files screen 3 NI O O T nar gt options Hep Page Range i Modified Bookmark for File Warnings Errors Add files using the dropdown or drag and drop them here You can then arrange them in the order you want Combine Files Cancel MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 Page 8 of 11 After adding files to the Combine Files screen individual files can be moved up or down or be removed by using the icons in the lower left of the Combine Screen Options you can adjust for the resulting PDF file include file size file type bookmarks processing fe Combine Files L Add Files Mame SLUMKeltogg Construction C002 tH FL JMKellogg Construction 0003 1if FO IMKellogg Construction 0004 tif FL MKellogg Construction 0005 tif Al MKellogg Construction 0006 ti FG IMKellogg Construction 0007 tif TL JMKellogg Construction J008 tt LUMKellogg Construction D009 tif FL IMKellogg Construction 011 tif FL IMKellogg Construction M012 1if FO MKellogg Construction 0013 tif FD MKellogg Construction 0014 tif fl MkKellogg Construction 0015 tif TLIMKellogg Construction J016 tf fee SMKellegg Construction 0017 jpg Page Range Sie All Pages All Pages All Pages All Pages All Pages All Pages All Pages All Pages All Pages
13. pf jpx jp2 j2k j2c jpo Microsoft Office Excel xls xlsx xlsm xlsb Microsoft Office Powerpoint ppt ppt pptm Microsoft Office Word doc rtf docx docm Multimedia fly fay mov m4y 3gp 3g2 mp3 swt mp4 PCA pcx PNG png PostScript EPS ps prn eps Tet bt tet TIFF tiff tif APS xps MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 Page 7 of 11 A Adobe Acrobat Pro D To combine multiple files into one PDF ie ts wer wns te OE R T ce B gt fu file either select Combine files into a WA z PDF from the menu that appears when Adobe is first opened or select Create gt Combine Files into a Single PDF k 100 j 2 Tools Adobe Acrobat XI Pro Open a Recent File Select a Task F RDA Chapter10 IdentifingFamilies pat Fe Create PDF F DACS2E 2013 pat gt Edit PDF F 16960 pdt F Cowie combined pdt pdt amp Create Form f A Game of Bowls pdf ft Combine Files into POF gt My Computer EA Acrobat com 2 Get Documents Signed LE PDF frorn Eile Cirih L E PDF from Scanner CE PDF from Web Page Shift CtrleO We want to know what you think fad Whiting an J iew is fast and E E PDF from Clipboard ER Combine Files inte a Single PDF EA Create Form BF EE PDF Portfolio A Combine Files screen that allows you to add and arrange individual files will appear To add files y
14. r Adobe Pro Extract Pages Open a PDF document From mo Tx i e Select Tools gt Pages gt Extract page Delete Pages After Extracting Extract Pages As Separate Files e Inthe dialog box that opens enter the PDF page number you want for your thumbnail image typically page 1 Leave both checkboxes blank and click OK The page you specified will appear in a new Acrobat Pro window e Select File gt Save As and change the file type from PDF to JPG 1 files selected Microsoft Office Picture Manager Resize settings Make picture fit inside 6 Original size e Open the JPG file Predefined width x height e Select Picture gt Resize and resize the thumbnail to 90 pixels Custom wedi x heii on its longest dimension To resize an image that results in 90 9 Ex lo E pixels on the longest dimension in Microsoft Office Picture Fan eee manager enter a custom width x height of 90 x 90 Note that height 7 i thumbnail size may vary depending on dimensions of the z original e g a panorama may need a larger pixel size EEA Ze secimg summary Original size 57 x 90 pixels e Save the JPG file Newsi 57x 90 pixels MNHS Archival Processing Manual Page 2 ot 11 PDFA Procedures docx April 8 2014 Follow Steps 2 7 in Adobe Pro to Convert a PDF File into the PDF A 1b file format 2 Add Copyright Statement e Select Tools gt Pages gt Insert from File and insert the digital copyright PDF file as the
15. s Discard User Data Clean Up Color Images Downsample EO Of amp Compression Grayscale Images Downsample Compression Bicubic Downsarmpling to Bicubic Downsampling to fiso ppi for images abowe 225 fiso ppi for images above 225 Retain existing Monochrome Images Downsample Bicubic Downsampling to 300 ppl for images above faso Compression JBIG2 z Quality All units are in pixels per inch ppi Optimize images only if there is a reduction in size MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 Page 4 of 11 6 Convert File to PDF A 1b File Format To convert a file into the PDF A 1b file format you need to run Preflight I ae AE A LL SOLO Control Shift X is the shortcut to the Preflight dialog box j Customize v as Tools Sign Comment Alternatively select View gt Tools gt T Print Production and then select Preflight after Adobe has added the Print Production tool set to your tool pane Ts Content Editing Pages Forms Action Wizard Achon Yud Text Recognition N k Eull Screen Mode ut Jot Recognition ace i L Teacher Document Processing nother alternative method is to click on i Dect Pree CE ren D ty Outpt Preweew the show hide icon in the upper right hand corner of the tools pane show the Print Production tool set in the tool pane Mak
16. sibility MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 Customize Tools i Sign Comment So P Laas LS Text Recognition Document Processing Print Production v Gh Default Took Create New Tool Set Manage Tool Sets Common Tools POFA Fond More Online Action Wizard 7 b Text Racogeihion t Protection Document Processing Print Production H Accessibility Page 1 of 11 Method 3 ug 23 18 es 1 A pdt Adobe Acrobat Pr eo Method 4 gaans a a View gt Tool Sets fo oa Sere View gt Tools eo G This menu allows anaa Selecting a tool enigi C Taoises Oa DelautToos OOOO O O 7 te you to switch i i oe set from this Sign Manage Tool Sets between different Commen _ menu will open cae Show Hide gt PDFA 5 Show Hide Li tool sets or to E _ the set in your te Mose E Full Screen Mode NER 7 PY TZ create your own ois apr Bic tool pane E Tracker Read Out Loud Read Out Loud custom tool sets O g E ey Zo Analyze Full Screen Mode For additional help and tutorial information about how to use Adobe Acrobat Pro v 11 see the Adobe Acrobat Pro User Manual http helpx adobe com en pdf acrobat reference pdf 1 Make thumbnail Use Adobe Acrobat Pro to extract a page and save it as a JPG file Then open the JPG file in Microsoft Office Picture Manager and make it smalle
17. tg JMKellogg Construction 0009 Properties i JMKellogg Construction 0010 T JMKellogg Construction 0011 o JMKellogg Construction 0012 T JMKellogg Construction 0013 Use Current Appearance as New Default FROM 1921 to 1956 DURING WHICH PERIOD HE WAS SUCCESSIVELY VICE PRESIDENT amp CHIEF ENGINEER OF IEE Bindertipat Adobe File Edit View Window Help a adding editing or deleting Alternative methods for LJ penn IP am ae bookmarks are available by 1 New from Suche selecting the bookmarks menu id 4m aa Highlight Current Bookmark Hide After Use Text Size Go to Bookmark Print Page s Print Section s Cut CtrleX Paste under Selected Bookmark Paste after Selected Bookmark Delete Bookmark s Rename Bookrnark Use Current Appearance as New Default MNHS Archival Processing Manual PDFA Procedures docx April 8 2014 MINNEAPOLIS 8 MINNESOTA Add or Edit Link P Add Bookmark Attach a File X Pages Manipulate Pages Q Page Thumbnails Ba HOSRa amp ovaasae MOA EAO 759 EES JOHNSON DRAKE amp PI SENERAL OFFICES MinNNEcArOL MINNBALTOLAS NEW YORK OAKLAND TENS THE FOLLOWING ARE PHOTOGRAPHS OF TYPICAL PROJECTS CONSTRUCTED UNDER THE SUPERVISION OF J Mt KELLOGG FROM 1921 to 1956 DURING WHICH PERIOD HE WAS SUCCESSIVELY VICE PRESIDENT amp CHIEF ENGINEER OF SUBS HELMERS INC ST PAUL MIINE VICE PRESI
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