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

[dugost]

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.

[barbara_a]

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).

[Barb Binder]

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

[barbara_a]

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.

[Derek Cross]

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/

[Test Screen Name]

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]

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]

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.

[Stephen Marsh · Accepted solution]

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]

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!