Digital Accessibility

How to Manage PDF Documents

1. • Assess the Need for PDF Format:
     Consider whether the content truly needs to be in PDF format. In most cases, the answer will be "No." PDFs are primarily intended for printing, not for online viewing and interaction. They are typically required only for regulatory documents that must replicate the physical version.

   • Recognize User Experience Challenges:
     While some users prefer PDFs for their fixed design and resistance to editing, they can create significant accessibility issues for others.

   • Challenges for Screen Reader Users:
     Without proper structure tags, screen reader users may encounter jumbled fragments of columns and tables, making it difficult to locate headings and navigate the document.

   • Accessibility Issues with PDF Forms:
     If field labels, reading order, and tab order are not properly set, keyboard and screen reader users may find it difficult or impossible to complete PDF forms.

   • Difficulties for Mobile and Magnifier Users:
     Users on mobile devices or those using screen magnifiers often struggle to read long lines or follow columns, requiring excessive scrolling and zooming.

The PDF-on-a-Phone

The "PDF-on-a-Phone" problem refers to the challenges users face when trying to view and interact with PDF documents on mobile devices. Here are the key issues:

• • Poor Responsiveness: PDFs are typically designed for desktop viewing, resulting in a fixed layout that doesn’t adapt well to smaller screens. This can make content difficult to read without zooming in and scrolling.
  • Navigation Difficulties: Navigating through a PDF on a phone can be cumbersome. Users often need to scroll horizontally and vertically to find information, which can be frustrating and time-consuming.
  • Accessibility Barriers: Many PDFs lack the accessibility features necessary for users with disabilities. Screen readers may struggle to interpret the content, and forms may not function properly on mobile devices.
  • Limited Interactivity: Interacting with elements like forms or buttons in a PDF can be challenging on mobile devices, as these features may not work as intended or may be hard to access.

Alternatives to PDFs

Amend PDFs for compatibility with assistive devices can be challenging, time-consuming, and costly. Here are three preferred alternatives to minimize these expenses, listed in descending order of preference:

1. • PDF: Convert the content into web pages 

   • Offer PDF as a Printable Download: Provide the PDF solely as a downloadable option alongside a web page.

   • Provide an Accessible Alternative: Offer a web page  as an accessible alternative to the PDF. Ensure that the accessible version is equivalent in content, meeting ADA requirements by including reproductions or text equivalents for images, charts, and graphs.

If you must provide the content exclusively as a PDF:

• • Follow the content accessibility checklist when creating the document.
  • Portable Document Format (PDF) Section 508