The challenge this week is daunting but critical. We're headed to our digital home’s "Library" to tackle PDF remediation. We’re learning how to make a PDF accessible and use Adobe’s accessibility checker to ensure our PDFs are "tagged" and in the correct reading order.

If we continue the analogy from last week's "Home Office" challenge, a PDF is like a locked file cabinet in that it is inherently less accessible. Without "tags," a screen reader can't see what's inside. "Tagging" a PDF is like creating a digital map of the document so that assistive technology knows exactly what to read and in what order.

Tagged PDFs are also mobile-responsive. This is important for our faculty, staff, and students who frequently work from their smartphones. When a PDF is tagged correctly, the text "reflows" to fit the screen, saving everyone from the dreaded "pinch and zoom."

Week Six Guidance

---

Content Suitable for a PDF

Most content is not suitable for a PDF. According to UCOP, “Content that may need to be posted as a PDF includes a signed/dated memo, a formal policy, or a report that is printed.”

Start at the Source

The easiest way to create an accessible PDF is to start with an accessible source. As shared last week, create your content in a webpage or a structured application like Google Docs or Microsoft Word (online). 

• Use the built-in Styles and accessibility features to easily add headings, alt-text, and list structures. When you eventually convert to PDF, those accessibility "tags" travel with the document.
• Always use "Save As PDF" or "Export to PDF." In the settings, ensure that the box for "Document structure tags for accessibility" is checked. This keeps the "digital map" of your document intact.

Pro Tip: Never use "Print to PDF." If selected, the computer treats the document like a physical piece of paper. It strips away all the headings, links, and alt-text, leaving behind a "flat" image that is completely inaccessible to screen readers.

Remediate with Adobe Acrobat Pro

If you have an existing PDF that needs fixing, Adobe Acrobat Pro is the best tool for the job. It contains accessibility features including an Accessibility Setup Assistant, the ability to prepare a PDF for accessibility, and the ability to run an accessibility report.

To learn how to use these features, we strongly recommend reviewing Adobe’s guidance and taking the LinkedIn Learning course titled “Creating Accessible PDFs” by Chad Chelius. (Note that all faculty and staff can access LinkedIn Learning directly through R'Space.)

Pro Tip: If you only have the free Adobe Acrobat Reader, you won't have access to the accessibility tools. If you find yourself needing to remediate many PDFs, consider reaching out to your department about obtaining an Acrobat Pro license. If a Pro license isn’t an option, consider using the Student Disability Resource Center’s SensusAccess tool to convert PDFs into alternate formats.

The Weekly Challenge

• Identify: Find the PDFs you frequently share or host online. Which require remediation? Can any be “retired” (deleted) or “reformed” (recreated using an accessible format)?  
• Review: Review the PDF remediation guidance contained in this email. 
• Plan: Make a plan for how you’ll tackle the remediation of content you’ve decided to keep as PDFs.

Faculty Focus

Use the UDOIT tool to scan your Canvas courses for inaccessible PDFs. It can identify untagged or scanned PDFs and offer options to convert them into accessible Canvas pages or text files, immediately improving readability for your students.

Learn How to Use UDOIT in Canvas
Upcoming Accessibility Workshops
Accessible PDFs Guidance
Accessibility for PDFs Course

Website Wranglers

Siteimprove recently added a PDF validation feature to check the health of the documents hosted on your pages. You can access PDF Validate directly in the platform: Accessibility > PDFs > PDF Validate.

Learn About Siteimprove PDF Validate
Accessibility for PDFs Course

Did You Miss Previous Weeks or Want to Get Ahead?

You can find all of the accessibility guidance and resources provided as part of the Digital Deep Clean challenge on the Digital Accessibility webpage!

Visit the Digital Accessibility Webpage to Learn More

Access barrier? Report digital accessibility issues or request remediation of inaccessible digital content.