What is an accessible PDF?

PDF accessibility refers to the design and implementation of PDF documents that make them usable by people with disabilities. This includes individuals who use screen readers, have low vision, or have other accessibility needs. By resolving accessibility issues for people with disabilities, you allow all users to access and interact with the content.

The advantages of PDF accessibility for differently abled users are significant, as it empowers them to independently access essential documents, educational materials, and online content. It’s like opening the door to a world of information and opportunities that may have been previously out of reach.

Key accessibility features for PDFs

Let’s take a deep dive into the vital accessibility features for PDFs so you can ensure that your documents are inclusive and easy for everyone to access.

• Text recognition: One of the most significant accessibility features for PDFs is the ability to detect and extract text from images inside the document. This is especially important for those who use screen readers since it helps them to access and comprehend the information in the PDF.

• Alternate text: Writing alt text or using an alt text generator for images ensures that individuals who are unable to view the image can still understand the content and context of the images in your PDF.

• Good heading structure: Using headings and subheadings enhances not just the organization and readability of your PDF and makes it easier for those who use screen readers to traverse the page.

• Legible fonts and colors: One of the most critical document design techniques to improve readability includes choosing easy-to-read fonts and contrasting colors that give enough visibility for all users. Also, avoid using color alone to convey information, as colorblind readers may struggle to comprehend the message effectively.

Accessibility regulations and standards

PDF accessibility is critical because it helps assure compliance with accessibility rules and regulations. Legislation such as the ADA and the Web Content Accessibility Guidelines (WCAG) demand that digital information be accessible to all users.

So, ensuring your PDFs are accessible is not only a good practice but also the law! You can avoid legal troubles such as lawsuits and show cause notices in some cases. ADA fines for noncompliance to ensure everyone has access to and uses the information you provide.

Six legal implications of noncompliance

Here are six significant risks and consequences linked to ADA noncompliance.

1. Injunctions: An organization may receive court injunctions to make its website accessible due to noncompliance. Failure to comply can lead to more legal trouble.

2. Damages and fixes: If a lawsuit succeeds, the court may grant damages to individuals with disabilities for any harm they experienced due to an inaccessible website. The owner might also have to take steps to make the site accessible.

3. U.S. Department of Justice (DOJ) investigations: DOJ can look into complaints about ADA noncompliance, including web accessibility issues, which could result in legal action or settlement negotiations with the owner.[1]

4. Lawsuits: People with disabilities, advocacy groups, or even DOJ can bring lawsuits against noncompliant website owners, leading to financial settlements and legal fees.

5. Impact on organization: Failing accessibility standards could tarnish a website owner’s reputation, which can, in turn, cause a loss of trust among potential users/customers.

6. Legal costs: Defending against ADA lawsuits is expensive regardless of the outcome, and significant ADA fines can accumulate for site owners for noncompliance.

Six challenges of PDF accessibility

Ensuring everyone can access and understand the information you share is essential. But creating accessible PDFs can be a complex task. Let’s dive into the six inherent complexities of creating accessible PDFs.

1. Using scanned documents: These can pose a challenge because the text is essentially an image, making it inaccessible to screen readers. Converting scanned documents into accessible PDFs requires optical character recognition technology to recognize and convert the text into readable content.

2. Ensuring all text is properly tagged and structured: This is crucial for screen readers to interpret the content accurately. Properly tagged content allows users to navigate through the document effectively using assistive technology, such as screen readers.

3. Encountering complex layouts with tables and figures: These visual elements can be tricky to make accessible, as they need to be appropriately tagged and described for screen reader users. It’s vital to ensure that the information conveyed in these elements is understandable to all users, regardless of their abilities.

4. Evolving accessibility standards and guidelines: Staying up to date with these standards is crucial, as they are constantly evolving to ensure an inclusive digital environment. Keeping pace with these changes is essential for creating accessible PDFs that adhere to the latest accessibility requirements.

5. Ensuring that the document is compatible with screen readers: This is a fundamental aspect of creating accessible PDFs. It requires testing the PDF with various screen readers to ensure that all users can access the content seamlessly.

6. Doing PDF remediation manually: Creating accessible PDFs manually can be quite challenging and time-consuming, especially for high-volume documents. It’s like trying to untangle a bunch of wires—it takes time and patience.

How do you make a PDF document ADA-compliant?

Here are some crucial tips to keep in mind when creating accessible PDFs:

• Make sure the source document is accessible by utilizing proper heading structures, alternative text for images, and meaningful link text.

• Verify the color contrast settings to ensure the content is easily readable for individuals with visual impairments.

• Adhere to different compliance standards, such as ADA web compliance and WCAG, to ensure that your PDFs meet the necessary accessibility requirements.

• Ensuring that your PDF documents are accessible and legally compliant is crucial. However, doing it manually can be a real hassle. That’s where automation comes in! Opt for PDF remediation services to make the process easier and error-free.

Conclusion

Overall, it is evident that PDF document accessibility is more than simply a convenience issue; it is a serious social and legal concern. The importance of user experiences—particularly for those with impairments—cannot be underestimated. Businesses must prioritize accessibility to guarantee that all users have equal access.

Ignoring this issue not only impacts individuals but also corporations who may face legal consequences under the ADA for noncompliance. It serves as a reminder every minute element contributes to establishing an inclusive and user-friendly environment for everyone in today’s digital landscape.

Takeaways

• Accessible PDFs ensure equal access to digital content for all users, including those with disabilities, enhancing overall user experience and inclusivity.

• Compliance with the Americans with Disabilities Act and Web Content Accessibility Guidelines for PDF accessibility is legally required, so accessibility prevents potential lawsuits and legal costs for businesses.

• Key accessibility features, such as text recognition, alternate text for images, and proper heading structures, make PDFs usable by screen readers.

• Creating accessible PDFs can be complex, requiring proper tagging, optical character recognition technology for scanned documents, and adherence to evolving standards.

• Automation tools and PDF remediation services simplify the process of making documents accessible, saving time and reducing errors.

*Vijayshree Vethantham is the Senior Vice President of Growth and Strategy at Continual Engine US LLC in Chicago, Illinois, USA.

1 Continual Engine Team, “What Are the 12 Most Common Accessibility Issues to Avoid?” Continual Engine, April 5, 2024, https://www.continualengine.com/blog/common-accessibility-issues/.