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dugost
dugost
Inspiring
August 12, 2017
Answered

Advice on creating a PDF or other files useful for researchers and archivists

  • August 12, 2017
  • 5 replies
  • 905 views

I have a client who needs a publication designed that will be distributed to academics as a PDF. Nothing fancy but presented in an attractive way. I'll be designing the document in InDesign and provide a final PDF but I'm wondering if anyone has any advice on how to ensure that the PDF itself remains useful for researchers and others in an academic setting who want to index/archive/search the file. Or if I should provide supplementary files as well that are better suited for those things and don't necessarily focus on design but on accessible content instead. Like XML files or other formats I could export to that would be preferred by academics.

Any advice is appreciated.

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Correct answer Stephen Marsh

When exporting to PDF, it will probably help that you have “Create Tagged PDF” and include “Bookmarks” checked (if in use).

http://indesignsecrets.com/reasons-create-tagged-pdf.php

5 replies

Stephen Marsh
Community Expert
Stephen MarshCommunity ExpertCorrect answer
Community Expert
August 14, 2017

When exporting to PDF, it will probably help that you have “Create Tagged PDF” and include “Bookmarks” checked (if in use).

http://indesignsecrets.com/reasons-create-tagged-pdf.php

    dugost
    dugostAuthor
    Inspiring
    August 16, 2017

    Fantastic tip. Thanks for that info. I've always wondered why copy and pasting from PDFs often creates problems. I'll definitely be creating tagged PDFs from now on with my presets. Cheers!

    T
    Test Screen Name
    Legend
    August 13, 2017

    You should probably deliver PDF/A. This is designed to have higher standards of usability. Other PDF files can have this but PDF/A mandates them. Use the versions which require tagging and pay close attention to accurate tagging.

    jane-e
    Community Expert
    jane-eCommunity Expert
    Community Expert
    August 13, 2017

    I agree with Test Screen Name​

    It has to be PDF/A (Archival). You can't do this directly from InDesign, but you can convert it within Acrobat as long as it meets the requirements. There are several flavors of PDF/A, varying from very strict to less strict.

    For more info,

    Look at the website for Acrobat Standards

    PDF Association – The ISO Standard for Documents

    There is a PDF Day in DC on Jan 29, 2018

    PDF Day | Washington DC – PDF Association

    There is an Adobe Forum for Standards (and Accessibility)

    Standards & Accessibility (tagged PDF)

    dugost
    dugostAuthor
    Inspiring
    August 13, 2017

    Thanks, everyone, for your advice. I'll be sure to talk to the client some more and do some reading on PDF/A. I'll also be sure to have a linked ToC and bookmarks. All great ideas.

      Derek Cross
      Community Expert
      Derek CrossCommunity Expert
      Community Expert
      August 13, 2017

      It might be worth also posting this question in one of the Acrobat Forums: Acrobat

      This conversation may be useful: https://macademic.org/2015/06/08/2693/

        Barb Binder
        Community Expert
        Barb BinderCommunity Expert
        Community Expert
        August 13, 2017

        Here's my observation: researchers already know how to work with PDFs and how to find what they are looking for. Unlike the general population who just thinks they know how to use Acrobat/Reader, professional researchers truly do. But if you are concerned, you might ask them what you can do to make their jobs easier.

        ~Barb

        ~Barb at Rocky Mountain Training
        barbara_a7746676
        Community Expert
        barbara_a7746676Community Expert
        Community Expert
        August 13, 2017

        Asking them is a great idea -- and so intuitive. That is exactly how I came up with the bookmarks for the project in my example -- by asking the client.

          barbara_a7746676
          Community Expert
          barbara_a7746676Community Expert
          Community Expert
          August 13, 2017

          Give as many search options as possible. This is an example from a job I did for Stanford University. The "SEARCH" bookmark opens the advanced search dialog box. The other bookmarks can be expanded to show a list of student names, a list of organization involved, and so forth. That gives users of the pdf many different ways to search. There should also be an table of contents page with links, and the table of contents should have it's own bookmark. Set up the PDF so that when it opens it defaults to opening with the bookmarks showing (File > Properties > Initial View).

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