PDF/A email procedure

April 3, 2008

This is what I have so far.  I’m having trouble figuring out how to append the messages with the new procedure of using “print” to make the emails PDF/A.  Perhaps I will do it monthly, then combine the months at the end of the year.  Ideas always welcome.

FacAdmin and FacStaff e-mail (March 2008)
At this point almost all faculty and staff memos are circulated ONLY by e-mail.  We are using Adobe Professional 8.0 and saving them on the Archives Server. 

  • E-mail is set up to automatically add to the correct folder (FacAdmin or FacStaff) when it is received.
  • Daily read messages.  Delete any that are not appropriate for archiving.
  • The first messages of the year
    • Highlight messages
    • Print –
      • Printer Name: Adobe PDF
      • click properties: default Setting should be PDF/A-1b:2005 (RGB)
      • check “Print attached files” under Print Options
    • Save to archive$ on ‘archives’ \Archives\FacAdm (or Facstaff) as FacAdm.pdf (or Facstaff.pdf)
    • In Adobe
      • Advanced drop down menu
      • Preflight
      • Verify PDF/A
    • Delete messages
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