
Discover what PDF/A is, when and why it is used, and the different formats for long-term archival. Also, find out how to create and edit a PDF/A.



PDF/A is a standardized version of the PDF designed for long-term archival. Unlike regular PDFs, PDF/A ensures your documents remain accessible for decades, making it crucial for legal compliance.

This article covers everything you need to know about PDF/A, from different formats to practical applications in legal, government, and document storage settings.

designed for long-term digital recordkeeping. It ensures that 

documents continue to display consistently

, regardless of the software, hardware, or operating system.

The “A” in PDF/A stands for “Archive,” and refers to its purpose of 

. It works by embedding all the necessary components in a document and restricting features that may not be reliably rendered or preserved over time, such as multimedia.

 because it preserves the quality of image-based content. To make these scans searchable, you can apply OCR (Optical Character Recognition). This added feature turns images of text into actual text without affecting the file’s compliance with PDF/A standards.

Here’s a detailed overview of when and why to use the PDF/A format:

Legal files generally serve as evidence in proceedings, audits, and compliance reviews, so they must remain unchanged over time. PDF/A helps ensure this by preserving the files’ visual fidelity.

Many federal and state agencies around the world use PDF/A for certain categories of permanent records to ensure compliance with retention requirements. For example, all Danish government bodies have been required to save non-editable documents in 

Publishing scientific and academic work. 

To make sure citations, references, and formatting in papers remain accessible to future researchers, publishers often choose PDF/A. It preserves layout, figures, fonts, and metadata, ensuring papers display consistently over time.

Preserving business contracts and records.

 Typically, these have legal, financial, and operational significance and may need to be accessed years later during audits, disputes, or regulatory checks. PDF/A guarantees they remain as they were originally created, unaltered, and complete.

: All fonts, images, color profiles, and metadata are embedded within the document. This ensures the file can be opened and viewed exactly as intended, even years later, without relying on external resources.

: PDF/A prohibits elements like audio, video, and 

 to maintain long-term reliability. By limiting the file to static content, it reduces the risk of compatibility issues and helps preserve the document’s integrity over time.

: PDF/A makes sure that the layout, fonts, colors, and overall appearance of a document remain the same, no matter which system or software is used to open it. This is crucial for preventing misinterpretation and issues like 

, which sets clear guidelines for archiving electronic documents. By following the ISO standard, PDF/A is a trusted format for governments, legal institutions, businesses, and archives around the world.

What’s the Difference Between PDF and PDF/A File Format?

PDF and PDF/A file formats differ in terms of 

Here is a detailed breakdown of regular PDF vs. PDF/A :

Based on PDF 1.4, PDF/A-1 is the original archival standard introduced in 2005. It provides basic archival features with two conformance levels:

 The ‘a’ stands for ‘accessible’; it ensures full text accessibility.

The ‘b’ stands for ‘basic’; it focuses on preserving a document’s visual appearance, but it excludes transparency, layers, and advanced graphics features.

This document retention format is based on PDF 1.7 and was released in 2011. It has 

 transparency effects for graphical elements

Additionally, PDF/A-2 allows for PDF/A-compliant file attachments, PDF packages, and complex portable collections.

The ‘a’ stands for ‘accessible’; it provides full accessibility features and structural tagging.

The ‘b’ stands for ‘basic’; it ensures visual reproduction but does not preserve the document’s structural or semantic elements.

The ‘u’ stands for ‘Unicode’; it guarantees that all text has Unicode mapping for reliable text extraction.

Released in 2012, PDF/A-3 includes all PDF/A-2 features plus the ability to 

embed any file format within the PDF/A document

. This flexibility allows organizations to include source files, spreadsheets, or other supporting documents while maintaining PDF/A compliance. As with PDF/A-2, PDF/A-3 has three levels of conformance: 

Unlike previous PDF/A standard versions, 

PDF/A-4 allows certain interactive features

. However, JavaScript must be stored as embedded data and cannot run automatically.

Sound, screen, and movie annotations are not allowed in PDF/A-4, and 3D and rich media annotations are only allowed in a specific profile called PDF/A-4e, which is designed for engineering documents.

PDF/A-4 does not use the A, B, or U conformance levels

. Previous versions used these levels to define accessibility and text recovery standards. Instead, PDF/A-4 encourages the use of 

To create a PDF/A file, you can use PDF software, convert existing PDFs, export from MS Word or other apps with “Save as PDF/A,” or use an online PDF/A converter.

 Programs like Adobe Acrobat, PDF24, and Foxit include built-in options to create or convert documents to PDF/A. These tools often come with validation features to ensure compliance with the appropriate PDF/A standard.

You can convert a PDF to PDF/A by using supported PDF software. Most tools offer conversion settings that let you choose the PDF/A conformance level (e.g., PDF/A-1b or PDF/A-2u) during the export process.

Many programs, such as Microsoft Word, Excel, and PowerPoint, include a “Save as PDF/A” under their export settings. You can conveniently generate compliant files directly from your source documents this way.

There are various online PDF tools that convert standard PDFs to PDF/A format. These can be useful for quick conversions, though they may offer limited customization or validation.

; some may prompt you to temporarily disable PDF/A mode before making changes. After editing, you must 

 to ensure it still meets PDF/A requirements.

Here are some editors and how they compare:

to PDF/A. Just make sure to check if the 

; usually, professional PDF software displays detailed error reports with suggested fixes and page numbers.

You can open a PDF/A file in Microsoft Word through the 

 dialog and convert the file into an editable Word format. After editing, use the “

However, keep in mind that the conversion process can lead to formatting inconsistencies, font substitutions, and loss of precise positioning. You will need to spend time reformatting, especially if your file contains 

If you want to edit your PDF after converting it from the PDF/A format, use PDF.net. This handy browser-based tool will provide you with a 

Furthermore, if you want to compress the document without losing quality, that’s possible with PDF.net as well.

Also, your information is protected every step of the way; PDF.net uses encrypted connections. Whether you are handling PDF contracts, reports, or academic papers, you can securely prepare and polish your documents before converting them.

A PDF/A is a subset of the PDF format that complies with the ISO 19005 standard for archiving electronic documents. It is commonly used for storing legal, government, academic, and business files that must remain accessible over time.

With four PDF/A standard versions, each building on the last, it offers increasing support for modern workflows. Creating a PDF/A file is straightforward with professional PDF tools, MS Word or other software that supports PDF/A export, and online converters.

 as a regular PDF; it is a specialized subset of PDF specifically designed for archival purposes. A PDF/A file is self-contained with embedded resources for long-term accessibility.

#2. Can I open a PDF/A with a regular PDF reader?

open a PDF/A file with a regular PDF reader, including browser-based ones. This document retention format maintains backwards compatibility, so the file can be accessed across different platforms and devices.

 when it contains text; this format preserves text data and metadata, allowing you to search within the file using standard search functionality.

 edit a PDF/A, but editing often requires converting the file or using advanced tools. PDF/A is designed for preservation, not modification; therefore, edits must be made carefully to maintain compliance.

#5. What does “PDF/A compliant” mean?

It means that a PDF file meets the technical and structural requirements set out in the

 for long-term archival. A PDF/A-compliant file is 

Discover what PDF/A is, when and why it is used, and the different formats for long-term archival. Also, find out how to create and edit a PDF/A.

What Is PDF/A? Definition, Uses, and How to Create These Files

A signatory authority allows a person to legally sign documents for another person or an organization, with specific types, benefits, and liabilities.

What Is Signatory Authority: Definition, Types, and How to Get It

the legal power given to an individual to sign documents on behalf of another person or an organization

. It ensures that only approved people can enter into legal or financial agreements, which, in turn, prevents fraud.

In this guide, we will take a closer look at what a signatory authority involves, along with its key benefits and types, and how it differs from a power of attorney. We will also cover authorized signatory liability and the general steps to becoming an authorized signatory.

A signatory authority allows an individual to legally sign documents for another person or an organization. As a result, they can enter into agreements and approve transactions. Examples of people who can hold signatory authority include:

Government officials or agency representatives

A finance manager at a corporation signs off on payment agreements to guarantee timely operations.

The head of marketing signs a contract with an advertising agency to launch a new campaign.

A company director signs a strategic partnership agreement with another company to enter a new market.

 of a family trust signs documents to authorize the sale of trust property.

A procurement officer at a government agency signs a service contract with a private contractor to build a new facility.

When assigning signatory authority, organizations can create a clear chain of responsibility and ensure the right people are handling critical legal and financial matters. This minimizes the risk of unauthorized actions and facilitates quicker decision-making.

An authorized signatory may be held liable if they act outside the scope of their authority or breach legal or fiduciary duties. While signing on behalf of an organization usually protects the person from personal liability, that protection still depends on them acting in good faith, within their assigned powers, and in compliance with laws and internal policies.

3 Benefits of Having a Signatory Authority

Having a signatory authority provides a clear structure for who can act on behalf of a person or organization and ensures decisions and commitments are made by the right people. It also offers the following benefits:

Designated signatories can act without waiting for approval, which streamlines processes, especially across different sectors.

Restricting who can sign documents helps prevent unauthorized actions and misuse of resources. As part of best documentation practices, it also creates a clear record of who approved what.

With clear roles and responsibilities from the authorized signatory, the chances of signing mistakes or miscommunication are greatly reduced, lowering legal and financial risks.

The three types of authorized signatories differ in terms of the level of power granted and the type of decisions being made. Distinguishing these signatory rights enables individuals, organizations, and government bodies to assign authority appropriately.

Full signatory authority grants a person complete power to sign any legal, financial, or official document on behalf of the person or organization that they represent. Usually, it applies to high-level roles that need broad decision-making power, like CEOs and directors.

Limited signatory authority restricts the person's authority to specific actions, such as signing unilateral contracts below a certain dollar amount or only within a certain department. It is assigned to mid-level staff, project managers, or government officers working within specific scopes.

Joint signatory authority requires two or more people to sign a document together. Generally, bilateral contracts are used in nonprofit and government settings to ensure checks and balances. This signatory authority level also helps build trust in the approval process.

What Is the Difference Between a Signatory Authority and a Power of Attorney?

The difference between a signatory authority and a power of attorney is that the former is narrower in terms of scope, while the latter often has wider legal responsibility.

Typically, signatory authority is limited to signing documents within a defined role, such as for a company or government agency. It is also usually tied to a person’s role and expires when that role changes or ends.

 is a broader arrangement in which the “agent” is authorized to make financial, legal, or medical decisions on behalf of the “principal.” POA is granted through a legal document and, depending on the type, can continue even if the principal becomes incapacitated.

The process for getting signatory authority 

varies slightly depending on the type of organization

, but the steps below generally apply. These can also be followed when revoking or updating signatory validity.

#1. Read Company or Organizational Policies

Start by reading your company or organizational policies, such as bylaws, board resolutions, or procedural handbooks. These will let you know who is eligible to hold signatory authority, what documents they can sign, any monetary limits, and the required approval process.

Next, obtain approval from decision-makers by submitting a formal request to your board of directors, a senior executive, or a department head. In public or nonprofit sectors, there may also be compliance requirements or procurement rules that must be followed.

The approval you have obtained needs to be in writing; for example, recorded in an official appointment letter, a board resolution, or similar. It serves as legal confirmation and is often required by banks, legal institutions, and auditors later down the road to validate actions taken by the authorized signatory.

After formal approval, you should notify all the stakeholders who rely on signature validation. This can include internal departments, external partners, and relevant government agencies. If you don’t update your stakeholders, there could be many delays and disputes.

You should provide your new signatory details to the organization’s bank and update the necessary government or regulatory filings. Typically, banks require specimen signatures, copies of the authorizing document, and identity verification. This prevents unauthorized access and ensures processing is smooth.

Lastly, store all your signatory records, including copies of appointment letters, resolutions, updates, or revocations, in a secure location. Proper 

 helps with audits, internal reviews, and disputes over who had authority at a given time.

Streamline Your Document Edits with PDF.net

After the signatory authority has been granted or changed, you will likely need to update your 

 for board resolutions, appointment letters, or internal approvals.

 directly in your browser, so you can quickly replace names, insert dates, or add digital signatures. It is a secure way to keep your paperwork accurate and up to date without needing to start from scratch.

Signatory authority plays a key role in ensuring legal, financial, and operational decisions are handled by the right people. Clearly defining who can sign what prevents confusion, unauthorized actions, and costly mistakes.

Knowing the different types of signatory authority, how to obtain them, and how they are different from a power of attorney helps you stay compliant with all relevant laws. To keep everything running smoothly, it is also just as important to maintain accurate records, and tools like 

#1. Who can be a signatory authority in a company?

senior manager, department head, director, or employee formally authorized to sign documents

 can be the signatory authority in a company.

#2. Is a signatory authority the same as being a director?

Signatory authority is not always the same as being a director. Directors usually have signing rights, but by assigning signatory authority, other individuals can also sign documents, based on the organization's needs.

#3. How to become an authorized signatory?

To become an authorized signatory, you need formal approval from decision-makers, such as a board or manager. It must be documented in writing, and relevant parties like banks or agencies have to be notified.

can expire due to internal policies, term limits, changes in role, changes in signatory rights, or formal revocation by the organization

. Therefore, it is essential to regularly review and update signatory records.

#5. How do I verify someone’s signing authority?

To verify someone’s signing authority, 

request a copy of their appointment letter, board resolution, or official documentation to confirm their authority

. You can also check with the organization directly or review public records if they are available.

To edit a locked PDF, unlock it with specialized software or a PDF editor, and then make changes using the built-in tools or convert it to a Word file. 

To edit a locked PDF, you first need to identify what kind of restriction it has, as some PDFs are protected with a password, while others limit editing, printing, or copying.

If you know the password, you can simply enter it after opening the file in PDF.net and edit it directly, or copy and paste the content into a Word file for further editing. If you don’t know the password, you will have to use specialized software.

In this article, we will delve further into the different types of PDF restrictions, ways to work around them, and common problems you might encounter when troubleshooting the issues.

“locked” means there are restrictions preventing you from fully accessing or editing the file

However, not all locked PDFs are the same; generally, there are password-protected PDFs and permission-restricted PDFs.

 require you to enter a password before you can open the file. This is the strongest form of locking because, without the correct password, you can’t even see the content. When you password-protect a PDF, you keep sensitive information secure from unauthorized viewers.

, on the other hand, allow you to open the file but restrict certain actions like printing, copying text, editing, or adding comments. These restrictions are set by the person who created the PDF to control how the content is shared.

PDFs are usually locked to protect sensitive data such as contracts, medical records, or financial documents. 

 is another common reason for doing so since publishers may lock PDFs to prevent unauthorized distribution of their work. Finally, locked PDFs help safeguard sensitive information so that only authorized users can access the content.

The types of restrictions often used for secured PDFs are:

which prevent users from printing the PDF or limit the number of pages they can print.

which keep users from copying and pasting the PDF’s content.

that block any changes to the document, such as 

, highlighting, or adding fillable fields.

which stop users from adding, editing, or deleting comments and annotations.

that disable the ability to fill out form fields within an 

unlock it by entering the password if you have it or use specialized tools to remove restrictions if you don’t

. Once you unlock your PDF, you can edit it, or convert it into a .docx file and make changes in Word.

Edit a Locked PDF if You Know the Password

Editing a locked PDF is easy if you know the password. To do so, follow these steps:

Upload your PDF by dragging and dropping it into the 

 and upload it from your device. Your file will open in a new browser like this:

Enter the password to unlock your PDF for editing.

Besides the PDF unlock tool, you can also edit your file by 

, freehand drawing, highlighting, and adding images.

Select the tool and then click anywhere on the page to activate it.

 automatically; for example, when you are editing a PDF e-book before publishing it for others to 

Edit a Locked PDF if You Don’t Know the Password

If you don’t have the password, your options to remove PDF passwords online are more limited and complicated. 

 can remove PDF restrictions or unlock permission-protected files.

However, you need to be cautious when choosing these, as it is important to 

to avoid risks such as data theft. Also, keep in mind that removing a PDF password online without permission can 

 to another format, such as .docx, is another way to edit the content of your file, and PDF.net comes in handy for this as well. However, keep in mind that you still need to unlock your PDF using one of the two methods above first.

Here’s how to convert your PDF to Docx:

 and upload your file. It will open like this:

Once converted, you can change the text as needed and then 

. For example, if you are the owner or have been given explicit consent by the owner, unlocking and editing the PDF is perfectly fine.

However, editing a locked PDF without permission may violate copyright laws, terms of use, or confidentiality agreements. If the document contains protected 

, sensitive information, or is clearly marked as restricted, bypassing its security can be illegal. When in doubt, it is best to 

There are three common issues that you might encounter when unlocking PDFs, and they are as follows:

Many unlocking attempts fail simply because 

. PDF passwords are case-sensitive and must be exact, including any special characters or spaces. So, if you mistype the password or use an outdated one, the PDF will remain locked.

This problem also often happens if the document owner has given you the wrong password by mistake or changed it to another one. Unfortunately, there is no way to guess or bypass a 

 without the correct one, so you will need to double-check your entry and verify the password with the source if possible.

 can also cause unlocking problems. Corruption can happen while downloading, saving, or transferring the document. It can damage the file so it 

When a PDF is corrupted, your viewer software might crash or fail to unlock it. In these cases, even having the right password won’t help. Repairing a corrupted PDF requires using specialized recovery tools or obtaining a fresh copy from the document owner.

PDFs can be secured with different levels of encryption, some of which are more complex than others. If your unlocking software 

doesn’t support the encryption type used

 on the PDF, it won’t be able to remove the restrictions or open the file.

This often happens with proprietary encryption standards, which are usually adopted by businesses, legal firms, and government agencies. To solve this, you may need to use more advanced software, update the one that you are using, or use the official software that created the PDF.

 lets you quickly unlock your document for easy editing. You can choose from the editor’s full suite of tools to insert images, reorder or remove pages, add annotations, and make other changes to customize your document exactly how you need it.

The key to editing a locked PDF is matching the method to the situation. When a password is available, unlocking is quick with a password-protected PDF editor; meanwhile, without the password, third-party services can be an effective workaround.

Regardless of the method, remember to always keep legal and ethical considerations in mind, especially when handling sensitive files. This way, you protect both the content and yourself.

#1. How do I edit a PDF that doesn't allow editing?

To edit a PDF that doesn’t allow editing, you can 

unlock it with the correct password using PDF.net 

Alternatively, you can copy and paste the PDF’s content to Word, make your changes, and then save it back as a PDF.

#2. Will unlocking a PDF damage the file?

will not damage the file if you use reputable software

 issues, though some complex elements may shift slightly when using certain third-party tools or during conversions.

#3. What’s the difference between a locked and an encrypted PDF?

The difference between a locked and encrypted PDF is that 

a locked PDF has restrictions on actions like editing or printing

uses password-based encryption to prevent unauthorized access to its content entirely

. Additionally, some PDFs can be both locked and encrypted.

How to Edit a Locked PDF: Easy Tools & Common Issues

To embed a PDF in a website, use HTML tags like <embed>, <iframe>, or <object>, Google Drive/Dropbox, or WordPress plugins and web builders. 

Knowing how to embed a PDF in a website is important if you often share guides, reports, brochures, and other types of critical documents directly with your visitors. Embedding displays the PDF on your webpage so users can instantly view it, and you can do this using HTML tags, Google Drive or Dropbox, or WordPress plugins and website builders.

This article will further explain what embedding a PDF entails, explore different methods to do so, discuss common issues and troubleshooting tips, and share best practices to help you ensure your files perform well across all devices.

 so visitors won’t have to download or open it in another application to view it. The PDF itself is rendered inside the webpage, which is different from linking to and uploading it.

Here is how embedding a PDF in a website compares to linking and uploading:

Why You Should Embed a PDF in Your Website

You should embed a PDF in your website to improve the user experience, present information professionally, maintain control over appearance and accessibility, and enjoy SEO benefits. Let’s take a closer look at each benefit.

Blog

What Is PDF/A? Definition, Uses, and How to Create These Files

What Is Signatory Authority: Definition, Types, and How to Get It

How to Edit a Locked PDF: Easy Tools & Common Issues

How to Embed a PDF in a Website: 5 Simple Methods

Guide on How to Share a PDF in a Microsoft Teams Meeting

How to Save a LinkedIn Profile as a PDF: A Complete Guide

How to Upload a PDF to WordPress: A Step-by-Step Guide

How to Uncheck a Box in a PDF: 3 Simple Methods

How to Password-Protect a PDF: A Guide to Securing Your Files

PDF Text Wrap Made Simple: Fix Overflow & Format Like a Pro