Preserving the Data Explosion: Using PDF

Abstract

The introduction of the Internet and desktop computing has transformed the way information is handled.The Internet placed a new level of urgency on the business world in expecting that information would be made available immediately -much faster than what the paper-based information world could handle.This need for information now led to the transition from a paper-based document centric environment to an environment of electronic documents and electronic email.This transition from paper to electronic documents led the way for document file formats like PDF, Portable Document Format to be introduced.A PDF document is essentially an electronic document that is equivalent to the paper document.This report reviews the use of PDF, Portable Document Format, more specifically, PDF/Archive as an archival file format to preserve an organization's knowledge.It should be noted that the use of PDF or PDF/Archive alone will not ensure the long-term preservation of electronic documents.When PDF/Archive is combined with a comprehensive records management program and formally established records policies and procedures, an organization can be sure that their electronic documents will be preserved.Electronic documents just like paper-based documents are preserved for reasons beyond why they were created.Organizations preserve documents based on their historical value, to preserve the organization's knowledge, for research, and the uniqueness of the information.

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