Standard: PDF: When to Use, Document Metadata, Info Required for PDF Sections
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Definitions
PDFs provide some benefits when used appropriately. However, this format should not be used for short documents under five pages. PDF files must include basic document metadata to improve search results.
Content requirements
- You are allowed to publish information in PDF without an HTML version.
- When linking to a PDF, follow the PDF Linking Standard.
- Metadata is required. After creating a PDF, follow the metadata directions and complete these fields in the document properties menu:
- Title
- Author
- Subject
- Keywords
- What should go into these fields? Use the instructions found at: Metadata FAQs
- How to complete these fields:
- Open the PDF in Adobe Acrobat and then choose File > Document Properties (or press Ctrl-D)
- Select the "Description" tab.
- Enter the information required above.
- There is no requirement to break a large document into smaller sections. If you do divide a document, then create a title page for each section or add this information as a footer/header. Include:
- EPA logo or "U.S. Environmental Protection Agency" spelled out
- Title of full document
- Title of chapter/section/appendix or description of what the section (file) contains (e.g., "Final Rule: pages 750-828")
- EPA publication number of full document, if applicable
- Date of document (month and year)
Guidelines for posting large PDF documents
There is no file size limit on posting large PDF documents but at 50MB should consider the document content, the expected audience and determine if document chunking might be useful.
If a file size is > 50MB these are recommended best practice options:
- Chunk the document to make it usable (chunking how to is in the white paper)
- Put up an HTML page that contains the Title, Executive Summary
- Post the document to an FTP site
- Add information on how to order the document on DVD or CD.
The choice should be based on what can you or your web team can readily manage.
See Also:
EPA PDF White Paper - This document contains comprehensive information about PDF that shares best practices to address:
- accessibility and usability concerns
- completing metadata information to aid EPA's and other search engines
- reducing file size
- dealing with scanned documents
- How to Create Web-ready PDFs from Word, Excel, and PowerPoint files
- Checklist for Using PDFs on the Web
Full Metadata about this standard
Name PDF: When to Use, Document Metadata, Info Required for PDF Sections
Tracking number NT00000000
Type Standard
Required or Recommended Required
Effective date 02/17/2010
Date approved 07/01/2011
Category File Formats, Graphics and Multimedia, Links and Navigation, PDF
Web Council review by 07/01/2013 (or earlier if deemed necessary by the Web Council)
Governing Policy Web Governance and Management (PDF) (4 pp, 339K, About PDF)