TU Berlin, University Library: Guidelines for PDF files (November 2022)
Guidelines for PDF files
Instructions for files to be published online via the TU Berlin
institutional repository
Overview of requirements
The aim is to ensure the long-term readability and usability of online publications. PDF
files must meet the following requirements:
• Content can be copied and indexed: The text-based content is machine-readable
and accessible, i. e. the content must not be embedded as an image, it is
searchable, it can be selected and copied to other applications.
• No password protection: The file must not be password protected.
• Fonts embedded: The fonts used in the file are embedded.
• PDF properties: The document properties must at least contain information on the
title, author and keywords; further information is desirable (e. g. language and
licence information). The bookmark bar is displayed. The page layout is set as
single-sided and continuous.
• PDF bookmarks: At least the top-level headings must be bookmarked to allow
readers to easily navigate the file.
• PDF/A: To ensure long-term digital preservation, the publication must be submitted
in PDF/A format. It is recommended to submit as PDF/A-2a; the variants PDF/A-2b,
PDF/A-2u, PDF/A-1b or PDF/A-1a are also acceptable.
You will find more information on how to implement these requirements below.
(Please note that this is not a step-by-step guide; where possible, tips for different
word processing applications are included).
Further notes on files
• File name: (Re)name the file as follows: name_firstname.pdf (in case of multiple
authors or editors: name_etal_year.pdf or similar). The file name shall not contain
spaces, umlauts or other diacritics.
• File upload: The file is uploaded to the repository directly; to do so a registration is
needed. Users with a TU account can self-register with their email address. Please
do not send files via email.
• Personal data: Please handle personal data carefully and check whether certain
information is necessary. For theses, it is not necessary to include a CV, statutory
declaration or similar. WE advise against including a scan of your signature.
CC0 1.0 Universal | By marking the work with a CC0 public domain dedication, copyright is waived and
users are allowed to distribute, remix, adapt and build upon the material in any medium or format
without any restrictions.
