Every PDF file has a set of fields that may be populated with data to aid in the retrieval of that file from a database or CD-ROM. These fields are under-utilized and can make a dramatic improvement in the searchability of massive PDF document archives. They are called the PDF Document Information Fields. There are 4 fields recognized by the Acrobat Reader:

• Title
• Subject
• Author
• Keywords

Mini FAQ

"Why would I use those fields when the string I am searching for is in the text of the document?".

Because you can restrict the search to find more specific information and eliminate false hits, a big advantage in a large database. For example, if I just search for Jones throughout and entire database, I might get hundreds of hits. Using search fields, I can search for Jones in the Author field only, and now my search is going to be more accurate.

"These fields don't make sense for the type of documents I have. What can I do?".

Although Adobe assigned fixed names to the search fields recognized by the reader, they can be used for purposes other than what they were created for. For example, we have done a resume database where the Title field is used as the applicant, the Subject is the job code, etc.

"What if I have more than 4 fields and I need to name them explicitly?".

The PDF file format supports an unlimited number of info fields, however they will not be of any use unless you are using a search database that can accept these additional fields, or you are using a commercially available plug-in. Our service has no limitations on field naming or the number of fields.

As part of the PDF production process, we can extract data from any number of sources for inclusion into the PDF header, including:

• ASCII database dump
• SGML files
• From the scanned images (manual entry)

Please contact us if you have any questions about PDF files.
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