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Your PDF problems solved
callas software finds simple ways to handle complex PDF challenges

Solutions to preflight, validate, optimize, correct and repurpose PDF files
for document archiving/e-archiving and long-term preservation

callas software plug-ins for Adobe Acrobat
enhance native capabilities and features of Adobe Acrobat.

Our solutions are based on
tested, reliable, and highly accessible software solutions.

NewFormat is Appointed Reseller and Solution Partner in
Nordic (Sweden, Denmark, Finland, Iceland, Norway)
Baltic Region (Estonia, Latvia, Lithuania)
of leading PDF and PDF/A solutions from callas software GmbH.

callas software pdfaPilot - Logo

callas pdfaPilot
The all-round tool for
long-term preservation/archiving according to the ISO Standard PDF/A
accessible PDF according to the ISO Standard PDF/UA

callas pdfaPilot fully supports the ISO Standard PDF 2.0!

    callas pdfaPilot - Tools to convert documents to the PDF/A Standard for Long-Term Archiving.

    PDF/A - The recommended document format for long-term preservation
    PDF/A is the recommended document file format of choice for long-term document archiving and
    preservation that can be trusted to guarantee how documents will display over a long period of time.

    PDF/A-1, PDF/A-2 and PDF/A-3 are all ISO Standards (ISO 19005-1, 19005-2 and 19005-3)
    and complementing formats used for long-term archiving of digital documents.

    callas pdfaPilot - Tools converting documents to PDF/A
    callas pdfaPilot are solutions for conversion of PDF documents or
    native (born digital) documents and emails with attachments into
    robust, searchable PDF/A files for long-term archiving.
callas software pdfaPilot - PDF/A in  Document Processing; DMS and e-Archive - Picture

    callas pdfaPilot provides dynamic technical preflight/validation and correction, and
    optimization of PDF files for document management, document archiving/e-archiving
    and long-term preservation.

    callas pdfaPilot facilitates long-term e-archiving for enterprises, public authorities and
    agencies, organizations and others regardless of size and business.

    callas pdfaPilot - Solves Long-Term Archiving Challenges

    Long-term preservation challenges for archives
      Electronic archives must prove electronic documents are authentic,
      reliable, complete, unaltered, and usable across time.

    Make documents and emails last a lifetime
      In many environments, there are regulatory requirements that all communication
      regarding specific topics has to be archived for a certain period of time.
      How long that is can differ widely - from a few years to multiple tens of years,
      or even for all eternity.

      The format of choice for archiving is defined in the ISO standard PDF/A ("PDF for Archiving").
      This ISO standard defines three different PDF/A versions and callas pdfaPilot can automatically
      convert all of documents and emails into the PDF/A flavor required for your purposes.
      Additional job information (metadata) is fully supported and the solution is configurable
      enough to let it adapt to your workflow; instead of the other way around.

      Archiving documents is a critical operation of modern workflows;
      for that reason callas pdfaPilot has been extensively tested and complies
      with the ISO standards as verified with for example the Isartor test suite.
      The fact that the very same technology is used in the de facto standard,
      Adobe Acrobat, is testament to its quality.

    Archiving typical office documents
      The best way to have good PDF/A files is to properly create them to begin with.
      For this, callas pdfaPilot can automatically convert Microsoft Word, Excel, PowerPoint,
      Project, Publisher and Visio files into quality PDF files for you.
      Simply drag them on the document window of callas pdfaPilot Desktop and
      the conversion takes place in the best possible way.
      Apache OpenOffice documents are fully supported too and on
      Mac OS X Pages and Keynote of course work as well.

      Using the integrated Adobe engine, callas pdfaPilot even does quality conversion of
      EPS and PostScript files for you, without requiring Adobe Acrobat Distiller to be installed.

    Email archiving
callas software pdfaPilot - Flow: Archiving of Email in PDF/A - Picture

      These days, emails are an essential part of business communication in most organizations.
      Many countries have laws and regulations around the archival of such communication,
      either to be used in potential future litigation or as part of sound accounting practices.

      Because emails are usually handled by email servers with limited storage capacities,
      there are no guarantees that an email you receive today will still be
      on the server ten years from now.
      When you download the email from your server it is possibly converted into
      the proprietary format of the email client, and there is no guarantee that
      you will have such a client in the future.

      In addition, there are attachments to the emails that require a proper viewer
      for all file formats that may occur here.

      Luckily callas pdfaPilot lets you store these emails including all attachments in a
      PDF/A format that will be available and readable many years from now.

      But even in environments where such regulatory guidelines don’t apply,
      there are good reasons to archive emails.
      In our modern society an amazing amount of business intelligence is captured in emails.
      Being able to maintain that information in a structured way and in the same format that
      is used for other documents and being able to efficiently search all of those documents
      including emails and their attachments efficiently will only become more important.

    Handle EPUB and PDF/UA ("Accessible PDF")
      Thanks to its unique checking feature for tagging structure in a PDF file callas pdfaPilot
      also offers optimized exporting to PDF/UA, the standard for accessibility.

      More and more legislation requires documents to be universally accessible for everyone,
      including people with physical disabilities.
      As a result, checking against the PDF/UA standard has gained importance for
      service providers, governments and enterprise customers alike.

      But pdfaPilot lets you take advantage of PDF tagging in a very different area as well:
      The tagging structure can be used in order to automatically create EPUB files from PDF.
      This PDF to EPUB feature converts PDFs into eBook files that can immediately be used
      on mobile devices such as smartphones or tablets.

    What callas pdfaPilot can do
    callas pdfaPilot converts native digital office documents created with Microsoft Word,
    PowerPoint, Excel, Publisher, Visio, Project, OpenOffice, Pages (Mac OS X only),
    PostScript and EPS, PNG, JPG and TIFF images into archive-ready PDF/A files.
    Non-compliant PDF files can easily be saved as valid PDF/A documents.

    Whenever PDF files need to be prepared on a large scale callas pdfaPilot
    takes care of quality, safety, speed and efficiency.

    All callas software solutions share a common aim whenever PDF files
    need to be prepared on a large scale to:
    • automate and standardize output processes

    • care for quality, safety, speed and efficiency

    • provide fully PDF compliant files

    • increase productivity

    • reduce errors

    Guide to callas software solutions, typical use cases, hands-on exercises and tutorials:
    • checking and correcting PDF Documents / Prelight

    • preparing documents for archival

    • dynamic workflows dynamic using variables

    callas pdfaPilot is compatible with Adobe® Acrobat® DC
    (in fact it uses the same rock-solid PDF/A technology),
    but in addition allows you to automate and batch process PDF files.

PDF/A validation with callas pdfaPilot

Common question: What is a PDF/A validator exactly validating ?

The rule of thumb is:
A PDF/A validator (callas pdfaPilot) checks the aspects
that are specifically governed by the PDF/A standard.

Preflight example:
Validation against the PDF/A-2a Standard with callas pdfaPilot.
Report: PDF/A-2a - Summary of Checks Carried Out (pdf)

Use of callas pdfaPilot in practice:
Use cases: Preflight, validation, correction and conversion

callas pdfaPilot Webinar/Video Recordings, Tutorials, Demonstrations

Webinars / Video Recordings - Icon
Video Demonstrations of callas pdfaPilot - Popup-window

callas pdfaPilot - Tutorials

Reserve online-demonstration of callas pdfaPilot

callas pdfaPilot Training

callas pdfaPilot - Instructor-led Training

Product Ordering Numbers / Price information
callas pdfaPilot software can be obtained via license acquisition or renting.
License is per desktop/laptop and unlimited number of documents, or
per server and unlimited number of users and unlimited number of documents.

For Product Descriptions and Product Ordering Numbers - Click here.

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callas pdfaPilot - PDF/A Technology Solutions for Document Archiving and Preservation

Download - Icon
Click Here for Free Trial of callas pdfaPilot Desktop, Server, CLI and SDK
(You will be asked to fill in a trial request form.
To help us identify your software download and support you,
please enter the code NewFormat in the form field named Preferred Reseller).


callas pdfaPilot Desktop Switchboard

callas software pdfaPilot Switchboard - Picture

    callas pdfaPilot the professional tool to create
    ISO standard compliant PDF/A files for long-term archiving

    callas pdfaPilot is an easy-to-use, quick and reliable tool.
    Easy to use for PDF/A support, as a fast standalone application or
    as a plug-in inside Adobe® Acrobat®.
    callas pdfaPilot is compatible with Adobe® Acrobat® DC.

    callas pdfaPilot Desktop installs standalone or as a plugin inside Adobe® Acrobat®:
    • When installed as a standalone application,
      pdfaPilot completely replaces the inbuilt preflight capability of Adobe Acrobat;
      in such cases there is no need to also buy / install Adobe Acrobat.

    • When installed as a plugin into Adobe Acrobat,
      pdfaPilot vastly extends and enhances the basic,
      inbuilt preflight capability of Adobe Acrobat.

    For businesses and government agencies, archives and libraries,
    that store, preserve and long-term maintain documents,
    callas pdfaPilot is the professional tool to validate and/or create PDF/A-files.

    callas pdfaPilot turns all kinds of PDFs into PDF/A files according to
    ISO Standards PDF/A-1, PDF/A-2 and PDF/A-3
    (ISO 19005-1, 19005-2 and 19005-3):

    • PDFs created in Office applications

    • e-mails with attachments

    • interactive forms

    • invoices

    • construction drawings

    • technical documentation

    • presentations

    • newspapers

    • books

    callas pdfaPilot – Features overview

    callas pdfaPilot is easy to learn and use while bringing numerous features
    to create ISO standard compliant PDF/A files.
    Whether you are looking for a specific color feature, some document initial view setup,
    a font repair feature or just a check to find all red text larger than 12 pt
    - the feature lists shown below will make finding what you are looking for a breeze:

    • "Switchboard actions"
      - frequently needed features, as easy to use as a phone dial.

    • "Testable properties"
      - can be used to analyze a PDF or find objects in a PDF.

    • "Configurable operations"
      - can be used to create your own corrections and adjustments for PDFs.

    • "Configured profiles"
      - are combined checks and fixups suitable for many use cases and industries.

    • "Configured checks"
      - can be used for a quick analysis of PDFs,
      or for finding that specific object in your multi-page PDF.

    • "Configured fixups"
      - allow you to fix or adjust a certain aspect in a PDF by just running the fixup.

callas pdfaPilot comes in several flavours
for specific needs and automation requirements

callas software pdfaPilot Desktop - Logo callas software pdfaPilot Server - Logo callas software pdfaPilot CLI - Logo callas software pdfaPilot SDK - Logo
    callas pdfaPilot - PDF/A Technology Solutions for Document Archiving and Preservation

    callas pdfaPilot product family
    The callas pdfaPilot product family provides fully PDF/A compliant archiving solutions and is
    the easiest yet most powerful PDF/A preflight and correction application on the market:

    • callas pdfaPilot Desktop for individual and interactive use on desktops.
      Desktop application for interactive conversion to PDF/A, standalone or
      installed as plugin in Adobe® Acrobat®.
      Aimed at bringing fully compliant/reliable PDF/A-based long-term archiving
      to a variety of industries.
      Offers a neat batch feature to run a quality control profile or
      a PDF fix-up on a whole folder of files.
      Combines the analysis and validation of existing PDF file according to PDF/A standard,
      corrects non-conform, non-compliant PDF contents and converts to PDF/A.

    • callas pdfaPilot Server & CLI are fully customizable server solutions that
      allow for automation of workflows through watched folders or ready for
      integration into existing systems through a command line interface.

      callas pdfaPilot Server is used to automate callas pdfaPilot or
      when integrating callas pdfaPilot into an existing workflow.
      Professional server solution to automatically create ISO standard compliant PDF/A files.
      Hot folder based automation of PDF/A processes.
      Processes high volumes of PDF files;
      • PDF/A verification
      • comprehensive correction of typical errors
      • conversion of PDF files according to PDF/A standard.
      Provides clear reports with extensive configuration options.
      Provides full multi-processor support for checking and fixing PDF/A files.

      callas pdfaPilot CLI command line interface based automation of PDF/A processes.
      Is the fastest way for developers to leverage callas PDF technologies into custom solutions.
      High volume PDF/A verification, comprehensive correction of typical errors,
      conversion and optimization of PDF files according to PDF/A standard.
      Clear reports with extensive configuration options.
      Additional production and/or developer licenses on request.

    • callas pdfaPilot SDK Software Development Kit is a
      programming library/software development kit for developers
      with a need for PDF/A optimization, validation and correction.
      Facilitates the development of any kind of application that
      quickly incorporate into custom solutions and workflows
      for PDF/A file creation, optimization, validation and
      correction for long-term archiving.

PDF/A in One Click

callas pdfaPilot saves
non-compliant PDF files as valid PDF/A documents
for archiving with the touch of a button.
callas software pdfaPilot Switchboard PDF/A in One Click, illustrated with an invoice - Picture

callas pdfaPilot converts
Microsoft Office and OpenOffice documents
directly for archiving in PDF/A.
callas software pdfaPilot Switchboard - Conversion of Office Documents to PDF/A - Picture

callas pdfaPilot converts
e-mails with attachments for archiving in PDF/A.
callas software pdfaPilot Switchboard - E-mail to PDF/A - Picture

callas pdfaPilot converts
documents to PDF/A and PDF/X at the same time.
Useful for organisations that archive (PDF/A) and also need to print (PDF/X).
callas software pdfaPilot Switchboard - Conversion to both PDF/A and PDF/X - Picture

callas pdfaPilot Desktop validates
PDF files for conformance with PDF/UA,
the ISO Standard for Accessible PDF.
callas software pdfaPilot Switchboard - PDF/UA Machine Validation - Picture
(Click on the picture for details)


    • callas pdfaPilot provides several alternatives for automation:

      • callas pdfaPilot Desktop offers a neat batch feature that lets you run a
        quality control profile or a PDF fix-up on a whole folder of files (up to 100 files)
        – easy to use and quick as lightning.

      • callas pdfaPilot Server free up operators by hands-off automation to
        process higher volumes of files (unlimited number of files).
        The hot folder interface lets you setup different watched folders that
        automatically pick up files and process them.
callas software pdfaPilot Server Automation Progress - Picture

    Process Plans
    • callas pdfaPilot comes with full support for process plans.

    • Process Plans take automation flexibility to the next level;

      • They allow defining a number of steps a PDF file should be processed through.
        Each step can be a preflight profile, a single preflight check or fix, or an action
        (such as creating images, creating a booklet, exporting as PostScript file…).

      • Process plans allow generating preflight reports based on the result of each step,
        or can jump between different steps based on the processing result of a previous step.
callas software pdfaPilot - Automation - Graphical workflow editor - Edit Process Plan - Picture

    Easy, Automated Impositioning

    Impositioning is the action of placement of the pages on a press sheet
    so that the sheet after printing and folding carries the pages in
    the correct sequence in the finished printed product.

    • callas pdfaPilot scales, fits, moves, extends, rotates and
      flips pages and page content easily.

    • It also imposes booklets, prepares PDF document for double sided printing,
      splits double pages into single pages, duplicates pages, and optimize PDF
      for use as slide presentation and handouts, etc.
callas software pdfaPilot Easy Advanced Automated Impositioning - Picture

    Adobe Compliant Transparency Flattening
    • Handling PDF documents with live transparency when your workflow
      or output devices don’t directly support them can be really hard.

      • callas pdfaPilot effortlessly flattens those transparencies
        while preserving text, images and line-art as much as possible and
        without changing the intent of the document.

      • And you can rely on that result as it uses proven Adobe flattening technology.

    Remote Configuration and Monitoring
    • Every callas pdfaPilot Server comes with a copy callas pdfaPilot Desktop.

      • callas pdfaPilot Desktop allows connecting to your callas pdfaPilot servers;
        all configuration and monitoring of callas pdfaPilot Servers on your network can
        be done over the network from the comfort of your own desktop computer.

    Straightforward integration into any e-archiving or MIS environment
    • Of course callas pdfaPilot Server supports hot folders.

    • It also allows integration using the command-line (CLI) or an
      extensive SDK ideal for embedding the latest PDF technology
      straight in your e-archiving and/or administration system.

    callas pdfaPilot Multi-Server Productivity via Dispatcher
    • callas pdfaPilot doesn't even limit itself to one system.
      By using automatic load balancing, callas pdfaPilot allows for configuring
      a dispatcher that then distributes work across the network to satellites
      running on different systems.

    • High performance coupled with easy setup and maintenance.
callas software callas pdfaPilot Server Switchboard - Bild

callas software callas pdfaPilot Dispatcher - Bild

      • Allows for load balancing as well as for fail over configuration.

      • Processing of files according to "dispatcher-satellite" concept.

      • Dispatcher:
        A server that doesn’t process files itself, but instead receives files
        in its job folders and sends them to satellites to have them processed.

      • Satellite:
        A satellite is basically a regular server that will process files.

      • As many "satellites" as required can connect to callas pdfaPilot Dispatcher
        so that processing does not stop even if one of the satellites is switched off.

      • Fail over:
        Processing does not stop even if one of the satellites is switched off.

    Automation of workflows
    • callas pdfaPilot integrates seamlessly with FileTrain for automation of work flows.

callas pdfaPilot Desktop, Server, CLI and SDK - Details
callas software pdfaPilot Desktop - Logo callas software pdfaPilot Server - Logo callas software pdfaPilot CLI - Logo callas software pdfaPilot SDK - Logo
callas pdfaPilot Desktop, Server, CLI and SDK - Details - Popup-window

callas pdfaPilot Desktop, Server, CLI and SDK - Datasheets/User Manuals

callas pdfaPilot Desktop, Server, CLI and SDK - Reference Cases/Customer Testimonials

  • 2019: Beuth Verlag, trusts callas software for quality assurance of PDF/A files.
    callas pdfaPilot and callas pdfToolbox ensure that the DIN standards published
    by Beuth Verlag comply with the ISO standards and are therefore suitable
    for long-term archiving.
    At the same time, a high degree of automation has significantly reduced
    the amount of manual work required.
    Beuth Verlag, a subsidiary of DIN, the German Institute for Standardization,
    distributes national and international standards and develops specialized
    publications for industries, scientific research, trade, the service sector,
    academic studies and crafts.

  • 2019: University of Turku, Finland

  • 2018: Tampere University, Finland

  • 2018: Nobel Media AB, Stockholm, Sweden

  • 2017: Dentsply IH AB, Mölndal, Sweden

  • 2016: ProReNata AB, Stockholm, Sweden

  • 2016: University of Skövde, School of Informatics, Sweden

  • 2014: The Centre for Business History / Centrum för Näringslivshistoria, Sweden

  • 2013: Region- and City Archives of Göteborg, Sweden

  • 2013: Region Västra Götaland, Sweden

  • 2013: callas pdfaPilot integration with Alfresco ECM (Pressrelease)
    Integrator: Redpill Linpro (Göteborg, Sweden)
    GitHub - Alfresco converter for callas pdfaPilot

  • 2013: Mercedes-Benz Schweiz AG, Switzerland:
    Fully automatic conversion to PDF/A with callas pdfaPilot SDK
    for electronic longterm archiving - Datasheet (pdf)

  • 2012: The National Archives of Sweden, Sweden

  • 2012: Rosendahls, Denmark, print producer for public sector:
    Conversion of office documents to PDF/A with callas pdfaPilot,
    including PDF tagging using axaio MadeToTag to make PDF content
    accessible for all - Datasheet (pdf)

  • 2010: Chamber of Commerce, Italy:
    Document/Forms conversion and validation for PDF/A
    with callas pdfaPilot - Datasheet (pdf)

  • 2010: Chamber of Commerce, Italy:
    Validation with callas pdfaPilot of deeds deposited with
    the Companies' Register - Datasheet (pdf)

  • 2010: EU Publications Office, Luxembourg:
    Strategic Decision: Publish only in PDF/A format.
    Converted 11 million paper pages with callas pdfaPilot to
    digital PDF/A documents for long-term archiving
    in its digital library/e-archive - Datasheet (pdf)

For more information contact NewFormat

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Smörblommegränd 14, SE-165 72 Hässelby (Stockholm), Sweden
tel:+46 (0)70 631 53 01

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