While the Portable Document Format (PDF) is now a near universally accepted file format for sharing digital documents, there are several issues to be aware of specific to architectural drawings.

• Drawings are now produced and viewed digitally (rather than as hard/paper copies) at virtually every stage of their development. While job sites are also becoming increasingly sophisticated through the use of tablets and digital viewers, paper drawings are still common on site. It is important to remember that our documents are designed for a specified physical output (letter, tabloid, 24x36, 36x48, etc.) and they must be legible when printed at that size. They should also be legible when printed at other reasonable common sizes.
  
  
• Exporting drawing files from the range of different CAD/BIM software systems the consultant team may be using has greatly improved in recent years, but there is still the potential that some information may not translate properly to PDF. Specific areas to watch for are text/fonts and the transparency of fills and hatches. It is good practice to review a printed set of contract documents prior to it being issued.
  
  
• PDF is an open-source, ISO standardized file format. It is ubiquitous, however the ability for long term storage/archiving depends on how the file is created. For longer term document preservation the use of the PDF/A file type is recommended. PDF/A is required for use with most secure digital signatures which will embed additional security information into the file. PDF/A files can be created from many software platforms, however there is an increased potential for errors in the translation of information as identified above. The file size will also likely be larger.
  
  
• There may be an inclination to add password protections, restrictions or additional security features to the consolidated contract documents PDF(s). Many of these measures can be removed or altered by other software and may not provide the level of security desired. The secure digital signature can be relied upon as it detects any tampering with the signed document.