PDF - As I Understand It

Earlier I have written about PDF and the types of PDF files that can be created. Today I want to elaborate on the my understanding of the PDF.

Since I became accustomed to PDF I always wondered what "Exactly is a PDF file", to be more precise, what exactly is "page in a PDF". I compared it to Microsoft Word, Open Office writer and many similar softwares. One fine day (this was in early 2002), in one of the conversation with my CEO (Versaware India Pvt. Ltd.), he mentioned "its just like paper".

When I returned to my desk, I sat down for a while just thinking on the statement. I realised he was absolutely right. It is a "paper", similar to the ones we day in day out keep printing stuff that is not essential. The only difference being that a PDF is an electronic paper (nature friendly). Enough of flash back, back to real thing.

As per my understanding PDF consists of four layers.

1) Content Layer: This is the upper most layer, which consists of text and or images. This is the layer that is visible (mostly, I will comeback to why I say mostly)
2) Inline Style Layer: This is the layer that decorates the content, the inline styles bold, italics, underline, superscript, subscript etc.
3) Content Style Layer: This is the layer that defines the structure of the content, the paragraph styles, fonts, font size etc.
4) Canvas Layer: This is the layer that defines the Page size,the galley, the margins and the header and footer area.

Seriously I never knew about this until, we were experimenting on content extraction from PDF and I requested one of the programmers to extract as much information from the PDF file as possible. To my surprise, all of the above information is stored very systematically within the PDF. This information can be extracted and reused and repurposed if the content is extracted with the PDF.

It is very important to note that once a PDF is created you cannot do much with it, it is the same as a printed page. At the most you can add in some remarks or annotations or notes. Nothing much.

PDF is a very good source of content storage in an absolutely elegantly styled way.

Coming back to mostly, there are some PDF files where the entire page is an image and the text content of the page is either maintained in front of the image or behind the image. If it is behind the image the text content will not be visible. This mostly done to make an image PDF searchable.

I think content if styled properly, can be extracted to HTML files and this content can be used to created ePUB files. By styled properly I mean the page layout with clearly defined and not to clogged layout. This will help to have the ePUB looking closer to the PDF. It is also important to note that making eBooks look pretty will not always help your books. Most devices just go ahead and destroy your layout.

Keep it simple! Thats the best Bet!

Cheers!!
VY!

Standards, and Adhering to them

Many a times during various phases of my career, I have faced many situations where I have hated to work with standards. Today as I see it, Standards are a must. be it eBook Production, Publishing or Secure Document Management.

So many times I have had this question in mind, everyone is talking about creation of eBooks, Workflows, however I have seen no one talking about Section 508 compliance, or any certification of Production for authenticity of content. For eg. in Singapore any document that is digitized or is digitally created, and needs to be produced in court, needs to be certified under the Evidence Act of Singapore.

In the US documents that are produced need to be compliant to the Section 508 for making the content available for the physical impaired people.

My question, is it that difficult to comply to standards. Today ePUB is sweeping everyone of their feet, however it is a standard by itself.

So many people talking about ePUB and the readers on which they can be read on, not one note have I seen about making it available to the physically impaired people. I may be wrong as I cannot read or see the billions of notes that are being made all over the world, but certainly I am not seeing them in the main stream.

For me all standards compliance is very important. Today there are standards that have been made flexible for certain sectors, people should be taking advantage of this and should increase the number of audience/readers, to their works.

Standards are the way to go.... for me atleast.

ePUB Packaging

Umpteen times I have seen, heard or read, about how to package an ePUB.

A Wikipedia link actually details about the ePUB format as well as the packaging: http://en.wikipedia.org/wiki/EPUB

However what it does not explain is the answer to the question: I selected all my files and created a zip out of it, renamed it as .epub but still it doesnt work?

Here is the structure of the ePUB package (right out from the Wikipedia article).

--ZIP Container--
mimetype
META-INF/
 container.xml
OPS/
 book.opf
 chapter1.xhtml
 ch1-pic.png
 css/
   style.css
   myfont.otf

If you have created a zip and it has all the above components and still it does not display as an ePUB file. These are the things that probably have gone wrong.

1) You have created a zip of the folder containing the files. If this is the case get inside the folder, select all files and create the zip.
2) You have done the right thing with creating the zip file, yet it does not display the ePUB file, perform this action,

• Ctrl + A to select all
• Click once on mimetype to de-select it
• Click mimetype to select it
• then create the zip

Whenever you open the zip file using Winzip or Winrar the mimetype must be the first file. And yes don't zip the folder zip the contents of the folder (after making sure all the necessary components, ie files and the content within the file is as per the standard)

VY

PDF - Yesterday, Today and Tomorrow

Back again... Seriously did not get time but now that I have time I would want to present my ideas or thoughts on PDF.

Currently with so many electronic formats for content available around the Globe, PDF has been compared to all the electronic content formats from since 1990s. Many people have posted the view that PDF is not a format that is sustainable in the long run. Since the very start PDF has been compared with the likes Softbook, OeB and currently with ePUB. People fail to realise that is not just an eBook.

Currently people fail to realize that there is no other format that can replicate the paper version of any content as PDF can. PDF is a not just a format, it is a standard by itself. I would rather not compare it with other eFormats available for electronic medium distribution.

PDF for me is a universal formats. I have been asked numerous times on what types of PDFs are available or can be created.

For me there are two major types of PDF files in terms of structure further divided in to sub types:

1. Scan PDF
2. Text PDF

Scan PDF or Bitmap PDF: This is where the PDF is created out of image files. These good be scanned images of paper or digitally photographed content. In this PDF the content on the PDF pages is non searchable. This type is further sub divided into

• Printable (POD PDF)
  This PDF is used to create Print Version of the content that is to a particular standard and used majorly for commercial production of content. The images used in this PDF are high resolution for good quality reproduction on paper
  
• Non-Printable Scan PDF
  This PDF is generally used only to retain the digital copy of the content in the image format. This format cannot be used for commercial printing as the quality of reproduction on paper is not as good. However this can be used for quality printing which will not be commercially saleable.
  
• On-Line Scan PDF
  This PDF is for typical created for online viewing or easy downloads from the internet. These PDF files have a very low resolution images which is supported on PC's and other devices for easy and quick rendition. The sole purpose of this PDF is for making content available online or in a format that is easily distributable, but not printable.

Text PDF: In this PDF file the text is searchable, however images still are not searchable. The content is highly structured or styled, however this does not stop the user from creating the Text PDF from unstructured text.

• Printable (POD PDF and Traditional Print)
  This PDF is used for commercially viable printing. Hence this PDF is generally used for creation of Books, Magazines, Journals, Newspapers etc. which can be distributed in the print format. The content structure in this PDF is highly structured and styled. Mainly to appeal to the reader and make it look good
  
• Non-Printable Text PDF
  This PDF cannot be used for commercial printing however is very good for distribution of content with searchable content. In this PDF the structure or the style used in the PDF does not carry much importance as the reach of this PDF is very low.
  
• On-Line Text PDF
  This PDF is for typical created for online viewing or easy downloads from the internet. These PDF files have a very low resolution images which is supported on PC's and other devices for easy and quick rendition. The sole purpose of this PDF is for making content available online or in a format that is easily distributable, but not printable. In this PDF the struture and style may have relatively high value as these can be the online versions of commercially printed content search Books, Magazines, Journals, Newspapers etc.

There is another format of the PDF, that has a very different purpose, the Text Under/Over Image PDF. In this PDF the main content is rendered or captured as pages created of the images, however there is a Text layer that is introduced either under or over the Image of the page. The purpose of this to retain the structure or style of the content as is as well as make it searchable. There is a major reason I see as to why this format or version of the PDF is created. The structure or the style of the original content needs to be retained, but the underlying reason is creating a replica of the content structure using Text PDF creation methods is highly expensive in comparison to creation of Scan PDF with a layer of text under or over it.

Secure PDF
Content security is carries utmost importance. Even free to distribute content carries rights. Secure PDF can be created while creation of the PDF itself or using third party DRM servers. Each level of security has its own purpose and carries certain amount of importance.

PDF as Archive Standard
PDF/A is a standard which defines the requirements of creation of PDF file format for long term archiving. There are two sub standards:

• PDF/A-1a - Level A compliance
• PDF/A-1b - Level B compliance

More and detailed information about these standards http://en.wikipedia.org/wiki/PDF/A

Document Security...

As a company it is very important that utmost security is maintained for all documents physical or digital. There are many large, medium and small firms generate physical documents that range in hundreds or thousands of documents everyday. These firms, mainly include banks, hospitals, education institutions. Mainly firms that deal with large number of people. As I have a publishing background I am quite familiar with security solutions available for the publishing world as well as some familiarity of the Document World.

Digital Security
In the publishing world the security concerns mainly hover around security of content. Mainly related to rights of content. Now there is ample inclination towards also maintaining security of physical assets (meaning documents in terms of electronic file formats. Now that the world is getting more and more digital it is imperative that all data that is transfered, transformed and stored is secure in all aspects.

Digital security in terms publishing world is mainly and widely termed as Digital Rights Management. This includes encryption, secure storage and secure distribution.

1. The encryption for the publishing world is mainly in the form of encrypted ebooks either to be read on the Portable Devices or Online.
2. Secure storage is must as rights is directly related to content. It is amply important to maintain highest level of security for documents to be stored, as a un-secure storage is an open world to Piracy
3. Distribution requires that the content leaves the storage location and travels up to the end users reading environment. Which means that data needs to be secure at all stages from the source to the destination. It also means that the content is kept secure on the readers destination.
   

In the world of documents, the documents are mainly stored digitally for easy retrieval purposes (using indexed data) and to give away with large spaces that are used up to store documents. However it is also important that all security aspects of storing and retrieval data.

The data needs to be secure right from the creation stage right up to the storage of the data. Data creation in most cases is just indexing of data. This data is stored in document management system for easy retrieval on based on the indexed data. The document management system can be as simple as one index field retrieval to extremely complex indexed data that can be stored in Enterprise Content Management Systems. To take it forward some ECM also provide services such as creating copies, editing, automatic versioning as well as rights based access to content.

In both cases that is Book Publishing and Document Publishing the main aim seems to be moving away from paper to a paperless work flow.

As Digital "Instruments" are getting smaller, the digital storage is getting more complex, Or is it we are making it complex...

Business Level Problem Solving or Issue Resolution

While being into Business or running a company there are several occasions that there are problems that are seemingly difficult to solve, or you run into issues that seem to be an uphill task to resolve.

As I have observed, it is a common trend for people to JUMP onto the problem immediately. Many a times I have observed there is loss of time just because it is completely unknown, "what is the actual problem". Everyone wants to hold either of the one ends and create a chaos about it.

Problem Identification
In most cases, it is evident that no one knows what exactly is "the problem". But then there is another big problem how do we identify it? For me the elimination method works the best. How do I work?

1. List all the possible items that has led to the problem or so called problem.
2. Eliminate each item after confirming that it is not a problem or not caused the problem
3. After reaching to a single item, evaluate (dont conclude) whether is it really "the problem" or has led to "the problem"
4. If the answer is Yes, you got the culprit, if no, still need to do more forensic investigation.

The problem is identified, What next?

Problem Solving
After getting to the problem it does not mean that the problem can be easily resolved. Again the elimination method work, however have to be very careful on this.

1. List down the possible solutions or resolutions to the problem or issues.
2. List down the possible impacts (because many a times we get into problem solving and forget about the negative impact it might be having on other items not listed or observed)
3. Have preventive action in place to ensure that it is not repeated
4. Document everything done so that it can be easily passed or referenced in future.

Business Level Scenarios
On the business level the scenario may not differ much from the day to day problem resolution. The participants change, the impacts change.

For Example: IF there are quality failures observed by your client from time to time there could be a negative impact on the business relationship. However few things to note:
a. Are these problems due to frequent changes requested by the client.
b. Has the client made his best effort to provide you enough information leading you to resolving the problem
c. Or is that the client is being just a Brick Wall

If either of the above is true, then its better to discontinue the relation, if not, you are out of Business.

It is best that the client and the service provider engage in honest and complete efforts in issue resolutions. This is mutual business growth.

Beware never take the client for granted to help resolve all the problems. You are the service provider, and its your job to provide the services with the agreed quality level. It is always expected that the service provider at all times provides the service to the agreed SLA and quality levels.

Business continuity also leads to an attitude to give in to all the clients demands at all points in time. This is however very crucial to understand, as long as there are businesses running there will be clients, customers, endusers, and providers.

I have also seen scenarios, where CXO level executives talking about solving business problems of potential clients, and for a fact are in the same scenario probably worse than the client.

Businesses need to identify and resolve the internal problems first, set achievable the business goals, the direction and then move ahead confidently.

Its like "You Can Never Lay A Foundation on Loose Sand"

Next Post: ... still thinking a Random Topic

External Communication

As promised back with my postings.
External communication for me means communicating with other parties outside your company staff circle. It does not really mean that if you have offices in two or more different geographical locations, and you need to communicate hence it falls under External Communications. Though the locations are different still the company is the same.

Medium of Communication used for External Communication
Emails: Emails lately have become the heart of external communications, however its a noticeable fact that it has also been misused as medium to send a message and then relax, "thinking my job is done". Many a times I have had experiences where some colleagues, coming and saying to me, "I have already sent you an email". For me email needs to be the medium to communicate, where parties are at different geographies (different times zones), means to record, summarize and convey the discussions held including those who were not able to participate. Emails are also a good medium to draft down thoughts for future reference.

However for external communication, emails play an important role, as it can be considered as an official evidence of communication. Even some standards recognize emails as standard means for record keeping.

While using emails for External communication it is very important that the message conveyed is absolutely clear. What should be the email content.
A. The name or the group of people the email is addressed to (Ultra important), make sure only those people are in the "To:" list.
B. Email Body: covering every aspect of the message. Should not keep the reader guessing. You can have the reader put off by the following.

1. Using SMS kind off lingo (pls, rvrt, CU, Laterz.... the line goes on)
2. Using incomplete sentences or statement
3. Using context of other talks of discussions where not relevant.
4. Using exaggerated statements to make things look bigger (never think that the reader doesnt know anything)
5. Loads of Grammatical and spelling mistake.
6. Worst! addressing the email to the wrong people (always check the recipients before sending)
7. And that is not required at all, including as many people as you can or know of to be on the email loop.
   

C. A proper sign off (not as in log off), stating what are the next set actions.
D. Your name, designation if applicable and other means of communications as to in case you need to get hold of.

It is important to understand that the proper use of emails elevates yours and your companies reputation.

Phones (landline/mobile phones): With more and more facilities being made available to bring the world together. There has been an increasing growth in people using voice for communication. There are many facilities readily available to have a group of people talk to each other. There are facilities available where people can communicate as well as view each other across geographies. This is why it is said "The world is getting smaller..."

Few things to be taken care of while on phone:
A. Greetings: Very Very important specially if you are a customer facing person. KNOW THE GEOGRAPHY OF THE PERSON YOU ARE SPEAKING TO, and greet accordingly. I have had experiences where a colleague from India is calling a US counterpart. Time Evening India time Morning US time, and the person saying "Good Evening....".

B. Introduction: When on the phone introduce yourself starting with your name, your designation if applicable, and the people with you (if there is a group).

C. Points of discussion: Always remember all the people, around the Globe are tied by time. We have to respect everyone's time, hence it is very important to list down the points of discussion and the probable time that will be taken. This ensures that everyone is on the same page (Yes I know, someone will say I had written an email already, about a week ago). Give everyone a fair chance, just that somebody might have had a bad day, or may not have understood what you have written.

D. Speak and Listen: Its important to listen as it is important to be heard. Language, dialect, pronunciation, and use of correct words, play a critical role, as when a voice call there are few chances that the person is able to see you while you are talking (Unless you are using 3rd Generation voice-cum-video conferencing). Let the other person finish everything he or she has to say. If you have to say something note it down and then express or say after the other party is done. If, and IF you HAVE to interrupt, excuse yourself for the "BREAK-IN".

E. Closure: Proper closure of the call is absolutely necessary. It can be the Summary of the call, Points or actions for the future. Most importantly everyone spend a fair amount of time discussing, this time must be valued, hence expressing gratitude is very important.

SMS: A big NO NO! Not an official communication medium unless it has some meaning to it, like an intimation. You CANNOT say, "...but I SMS U the udder day.. U 4get to get bck 2 mi on dis..."

Last but not the least, it is an important fact that whatever is communicated must be known to certain level of peers or management at all times. Remember we are talking about "A Company". Hence it is as critical that facts are circulated as per the needs at all times, as, if one day you call in sick (While watching a movie with your Girl Friend or Boyfriend whatever the case maybe), your colleagues, peers or Management are fairly aware if the other party wants any information or wants more discussions, in your absence.

Cheers! Thats All for today...

Next Post: Business Level Problem Solving or Issue Resolution