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DOCUMENT ARCHIVING · Workflow idea

Prepare important PDFs for a long-term archive.

Select a PDF that is due for long-term retention and prepare an archival-format copy. Keep the original document, then have a records owner check the converted file and confirm that it meets the organization’s retention and accessibility requirements before it is filed as an archive copy.

Make it yours See how it works ↓
A Roman aqueduct taking shape from architectural sketch to marble.
A little structure. A clearer outcome.
Starts with
Selected PDF
Produces
A proposed archival-format document paired with its original, awaiting a records owner’s validation before filing.
Category
Documents

01 / The starting point

A clear request.
A useful direction.

A PDF document approved for long-term retention or archival preparation

“Prepare a PDF/A copy of the selected PDF, preserve the source file, and hold the archival copy for review before it is added to a records collection.”
An example request · Make it specific to your team.

02 / The work

5 tasks.
One useful outcome.

Helps records teams prepare PDF documents for long-term archiving and keep the original available for comparison.

  1. Select the source PDF

    Confirm the document identity, retention purpose, and authorization to prepare an archival copy.

  2. Prepare a PDF/A copy

    Create a separate archival-format version while preserving the original PDF unchanged.

  3. Compare content and document details

    Check pages, text, images, links, and relevant document information against the source.

  4. Validate archival requirements

    Have a records owner assess the copy against applicable retention, accessibility, and organizational requirements.

  5. Approve filing and any records change

    Require an authorized person to approve the final archive location and any change to how the original and converted copy are retained.

03 / The result

Something useful.
Something to build on.

A proposed archival-format document paired with its original, awaiting a records owner’s validation before filing.

AmbactiWorkflow folio · 5 steps

Prepare a PDF for long-term archiving

Documents · Example outcome

The handoff

A proposed archival-format document paired with its original, awaiting a records owner’s validation before filing.

Keep in mind

Conversion alone does not establish legal compliance, authenticity, or successful long-term preservation. Check the result against your records policy, validate important content and metadata, and require a records owner to approve archival filing or replacement decisions.

04 / Make it yours

Set the brief.
Set the standard.

A few choices shape the work around your team.

Define documents and retention purpose

Choose which PDFs may be prepared for archival use and identify the recordkeeping policy that applies.

Set archive naming and destinations

Choose how source and converted files are named, linked, and stored without losing the original.

Assign records reviewers

Name who checks conversion quality, retention requirements, metadata, and approval of archive changes.

Test representative records

Check documents with forms, images, links, and different page layouts before processing important records.

Put your next idea to work.

Start with your brief. Make the process your own.

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