Document conversion to PDF/A, validation, and long-term digital archiving

Application requirements

GEOVAP needed an integrated and comprehensive solution for its document management software (PDFServer) to convert various document formats to PDF/A for long-term archiving. This included doc, pdf, xls, txt, png, jpg, eml, msg and more.

Reliability, document validation, and the ability to convert files in bulk were the decisive factors when choosing the most suitable technology that would be integrated into GEOVAP’s software. The validation of the resulting PDF/A files needed to ensure compliance with both national legislation of the Czech Republic and the PDF/A standards.

Customer benefits

Guaranteeing compliance with national legislation of the Czech Republic and different PDF/A standards is a delicate matter. The fact that the Czech Republic’s National Archive also uses the same software for PDF/A validation reinforced GEOVAP’s decision to partner with PDF Tools AG.

As a result of using a comprehensive solution like the 4-Heights® Conversion Service, GEOVAP puts the trust of the conversion and compliance aspects of its own software in the hands of PDF Tools AG, giving itself more space to focus on other areas of their core business like production, delivery and operation support of Document Record Management Systems or software support services for municipal governments.

Implementation

The 4-Heights™ Conversion Service proved to be the right solution for this use case, fulfilling all of GEOVAP’s requirements. Previously, GEOVAP had worked with locally installed MS Office to convert common Office formats into PDF/A, but no software was handling PDF/A validation specifically. Online web validators were simply not able to manage all demands in terms of mass document processing - and reliable mass document validation is a crucial feature of GEOVAP’s document management workflow.