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GCN Home > 04/28/03 issue

For e-gov, feds turn to reliable tool

By Vandana Sinha, GCN Staff

PDF plays a stealthy but star role

E-government got its start with electronic documents, which is why Adobe Portable Document Format has blossomed in government use in a big—if fairly quiet—way.

The public today can view about 2 million PDF documents on .gov sites, according to Adobe Systems Inc., which developed the Acrobat PDF tool almost a decade ago.

Acrobat renders many file types—from word processing to computer-aided design, graphics and tabular material—into a read-only form that preserves their appearance across disparate computer systems.

It’s a de facto federal standard. Agencies such as the IRS, the General Accounting Office, the State Department and even the White House have used PDF for years to prevent accidental or intentional alteration of official documents.

Newer PDF versions also let the public download and fill in forms online, or help workers mark up and revise collaborative reports. And PDF has complied with Section 508 accessibility requirements in recent years.

About half of federal bankruptcy court records are logged into an online database that accepts only PDF files. The IRS, which has chosen the file format for its Common Operating Environment Initiative, counted 282 million PDF tax forms downloaded between January and March this year—a third more than last tax season.

Last month, the National Archives and Records Administration expanded its list of acceptable permanent electronic document formats to include PDF.

Government users “articulated that as a priority,” said Mark Giguere, NARA’s chief of IT policy, planning and electronic records management. “Agencies make decisions about which formats work for them based on their business needs. We on the back end just have to deal with what agencies create.”

NARA doesn’t endorse one electronic form over another, Giguere said, and it might not even retain all PDF electronic submissions in that form. But NARA did pay attention to the loud backing for the format.

“A lot of people were underground about it,” said Stephen Levenson, judiciary policy records officer at the Administrative Office of the U.S. Courts. “They weren’t publicizing their use because it wasn’t an acceptable form.”

PDF grew up in the early 1990s as a way to transfer documents between computers without changing their look and layout. It also could post documents more legibly than HTML, which was immature at the time. PDF set itself apart by preserving the fonts, images, graphics and layout of any source document, regardless of platform.



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