There are many instances when documents and images must be archived for long periods of time. This can create problems if files are saved using file formats that are specific to a particular application (native file formats and proprietary formats). Software programs are updated or replaced so often that certain applications become obsolete and are discontinued. It may not be possible to print archived files saved in an application that no longer exists.

PDF files eliminate the problem with archiving because they always open correctly and look and print the way they were intended. There is no worry that files will not open because of obsolete software. In addition to this, the PDF files are smaller so that more files can be archived than files saved with proprietary formats.