PDF Remediation Strategies
Of all the most common file types used in online courses, PDFs are the most complicated to make accessible. For best results, an Adobe Acrobat Pro license will be necessary. Please contact your department head or technology contact to request Adobe Acrobat Pro.
The following is general advice for thinking through the remediation process of PDFs. The most important first step is understanding how the PDF file was created. Remediation for each type has different challenges and procedures.
Why is it recommended we not use PDFs?
- Although PDFs are easier to distribute for viewing on many different devices for free, they are typically some of the least accessible file types.
- Screen readers are typically only able to perceive information that is programmed as text. Oftentimes, PDFs, especially those that are scanned from physical materials, will be scanned in as an image of text rather than raw text.
- Remediation of a PDF is typically very time confusing and can be frustrating, even with the Accessibility features of Adobe Acrobat Pro.
It is highly recommended that the original source document (Microsoft Word, PowerPoint, Excel) be used in place of a PDF. The original source document will almost always be more accessible, and it is much easier to remediate within Word, PowerPoint, Excel, etc., rather than remediating in Adobe Acrobat Pro.
Where do I start?
The recommended starting point for remediation depends upon how the PDF was created or from where it originated.
The PDF started as a Word, PowerPoint or Excel document
For files that start out as Microsoft files (Word, PowerPoint, Excel), it is easier to work in the original Microsoft file first to ensure accessibly before you convert to PDF. Then, if needed, you can save as a PDF and ensure you have the setting enabled to maintain document structure tags for accessibility. Be sure not to use the “Print to PDF” function.
The benefits are twofold:
- Once the source document is made accessible, you have a solid foundation for any future edits. It is easier to maintain accessibility when modifying a document that is already accessible.
- For students with accommodations, the source document will be accessible and would not require extra individualized remediation.
If you strongly prefer to post only PDFs instead of Microsoft Office documents because of intellectual property, copyright, preserving formatting, or other concerns, please maintain accessible source documents that you can provide directly to students with accommodations.
Workflow for creating an accessible PDF from a Microsoft file
- Use built-in features in Microsoft to make the document accessible, such as using proper heading structure, alternate text on images, etc.
- Run the Microsoft accessibly tool and fix any problems that are flagged
- Either save to PDF or export to PDF depending on your computer options. DO NOT print to PDF as this will undo all your hard work.
- After converting, run the Accessibility Checker in Acrobat Acrobat Pro and make corrections as needed.
The PDF is of a journal article, book chapter, or other publisher-provided content
If the file is an article or book chapter, is it possible to link to a webpage with this information in text format instead? In many cases, there may be HTML or even audio versions of the article available from the source.
The PDF is made from printed text scanned as an image
Are the images in the scan clear enough to be read and without background “noise” – such as folds, dirt, smudges? The more noise on a scanned image, the harder it is for the software to distinguish words from decoration or just dirt on the scanner glass.
For scans made from Microfiche or in the early days of Google Books or Internet Archive before standards were set, if the scan is not clear, it is not advisable to use. You can work with your librarian to try and source a cleaner scan if possible.
Workflow for creating an accessible PDF from a scanned document
- If the file is an image-only PDF, you will need to convert it by running the “recognize text” feature in Adobe Acrobat Pro or by using OCR (Optical Character Recognition) software to create text for the document.
- For PDFs with text that has already been recognized, how accurate is the transcript? Does the reading order look accurate and are decorative features and noise marked out?
- Run the Accessibility Checker in Adobe Acrobat Pro and see how many errors are flagged. If there are extensive errors, it may be easier to start with a fresh scan if possible.
The PDF was created in Adobe Acrobat Pro
This is common for forms and other fillable documents. In this case, Adobe Acrobat Pro’s Accessibly Checker should be used. Be sure to pay careful attention to the tags and reading order.
Tips on Remediating a PDF in Adobe Acrobat Pro
The Accessibility Checker in Adobe Acrobat Pro is a good place to start.
- Some items will always trigger a warning but can be easily fixed.
- Adding a title, author, and language can be done from the checker panel. These are all easy fixes.
- Reading order and color contrast will always flag as requiring a manual check because the computer cannot do this for you. If the Accessibility Checker still flags either of these things after you have verified for accuracy, you do not need to worry about non-compliance.
- There is an option to automatically add tags to your PDF, which is a great start, but these tags should also be checked for accuracy.