PDF/A solved

January 10, 2011

Sending out a big thank you to Leonard Rosenthol of Adobe. My email archiving problem was solved by installing the Preflight plug-in to Adobe 9. I wouldn’t doubt that I had to do this way back when, but my memory for such things…

It’s great to have a blog that is such a help to me with these problems. I’ve just discovered (from reading another blog) Quora, which is a new type of social networking to me.  You can put in a question, must be phrased as a question, and others can find it an give their answers. You can also give your answers.  I’m just getting the hang of it. I’ve put in personal questions, like about Newfoundland for trip planning and haven’t gotten much back yet.

I’ve just added the question: How are archivists using Quora? Let’s see what I find out. If you decide to try it, and haven’t before, why don’t you give me an answer, like, just exploring, perhaps. Might prove a good way for us to get linked up. 🙂


PDF/A revisited

January 6, 2011

Wonderful. We upgraded our computers to Adobe Acrobat 9 Pro! Now, of course, my procedure for archiving the Faculty and Staff lists no longer works. (See post of April 3, 2008–that’s how long I’ve been doing it)

I used to do it by printing to PDF where I could change to properties to PDF/A. Now the print job just hangs up.  If I make a PDF portafolio from the menu, I can’t make it PDF/A.  I’ve written to the Adobe Forum, and Adobe support.  I’ll let you know when (if) I figure it out.  As always, if you have figured it out, please let me know.

I’ve decided to take the WordPress challenged to write every week this year.  Wish me luck.

Two short updates.

November 4, 2008

We’ve received our first check for scans, so perhaps the policy won’t kill our reference stats.

PDF/A is working for me again.  Andrew Lyons from the help desk had to totally uninstall Adobe Pro 8.0 and reinstall.  Everything is back to normal now.  Yay, Andrew.

I decided the only way I could make the PDF/A of email work was to do it monthly. Unfortunately, after a month I had apparently forgotten how to do it, but didn’t realize it. I got just as frustrated as always ( my student workers were getting concerned about all the swearing), until I went back to read my own procedure. Then it worked just fine! Oh well…

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

PDF/A again

March 27, 2008

I’ve still been struggling with the problem of saving email as PDF/A.  Rob Beutner from IT Services came over to help me out.  He was able to narrow the problem down to Microsoft Outlook not being one of the choices for the Converting to PDF Preferences.

On the Adobe Pro 8.0 drop down menus



        Covert to PDF


Cleaning up

March 13, 2008

The push for spring in the whole library is to clean out anything that is just taking up space.  It looks like Archives is the only thing that isn’t going to be moved this summer for the construction of the Learning Center on the 1st floor.

My bit has been to clean out the “vault”, which you couldn’t work through.  Since, in the fall the Rare Book Room is going to become part of Archives, we’ve moved some of the visually interesting items to the locked, glass cabinets in there.

There were also two shelves full of framed items.  I think most were in the vault only because there was no other place to put them.  I’ve divided them into those that would go well hung in the Rare Book Room and  those that can be “deframed”, foldered, and stored in the flat file.  Student worker Hayley Mason, has taken on the “deframing” project and is doing a great job with it.

The big clean up for me is to go through the “piles” that have built up again.  Once I get them in accessions in Archivist’s Toolkit, and they have a number on them, I can stick them in cold storage and know they won’t be lost.  Any yet, they are out of my way.

I’m still working on how to make my PDFs created from email, valid PDF/A’s.  Always looking for ideas.

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