Creating accessible PDFs starts with incorporating accessibility features during the document creation process. It is important that documents are designed with accessibility in mind from the outset. Authors can use styles and templates that include proper tagging for headings, lists, and other elements, add alt text to images, insert internal and external hyperlinks with appropriate navigation and ensure that links are descriptive and tables are structured correctly.
In contrast, PDF remediation deals with existing documents that were created without accessibility considerations. This process involves retrofitting the document with necessary accessibility features. Remediation includes analyzing the document to identify accessibility issues, adding or adjusting tags, inserting alt text for images, and correcting the reading order to ensure a logical flow of content. While creating accessible PDFs from the start is ideal, remediation is often necessary to bring existing documents up to current accessibility standards.
PDF remediation is crucial for legal compliance with various accessibility laws and guidelines worldwide. In the United States, Title II of the Americans with Disabilities Act (ADA) mandates that the website and application (app) content of all public entities be accessible to individuals with disabilities, preventing discrimination based on disability. Section 508 of the Rehabilitation Act of 1973 also requires federal agencies and organizations receiving federal funding to make their electronic and information technology accessible to people with disabilities.
Globally, the Web Content Accessibility Guidelines (WCAG) are the most widely recognized and legally referenced standards for digital accessibility, including PDF documents. Many countries have adopted WCAG as part of their legal framework for ensuring digital accessibility:
• European Union: The European Accessibility Act and the Web Accessibility Directive require public sector bodies within the EU to ensure their websites and mobile apps meet accessibility standards, aligning closely with WCAG 2.1 Level AA requirements.
• Canada: The Accessible Canada Act (ACA) sets out requirements for digital accessibility, including compliance with WCAG standards. Provinces like Ontario have additional regulations, such as the Accessibility for Ontarians with Disabilities Act (AODA), which mandates WCAG compliance for public sector organizations and businesses.
• Australia: The Disability Discrimination Act (DDA) requires organizations to provide accessible digital content, and Australian courts have referenced WCAG as a benchmark for compliance.
• United Kingdom: The Equality Act 2010 mandates that all digital content, including PDFs, be accessible to people with disabilities. Public sector bodies are specifically required to comply with the Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018, which are aligned with WCAG 2.1 Level AA.
• Japan: The Act on the Elimination of Discrimination against Persons with Disabilities and the JIS X 8341-3 standard, which aligns with WCAG, guide digital accessibility requirements in Japan.
Non-compliance with these regulations can lead to serious legal repercussions, including lawsuits, fines, and damage to an organization’s reputation. In addition to the legal risks, failing to provide accessible digital content can result in exclusionary practices, preventing individuals with disabilities from accessing essential information and services. Therefore, ensuring that PDFs are remediated to meet these international accessibility standards is not only a legal obligation but also a moral imperative for organizations worldwide.
The first step in the PDF remediation process is assessing the current state of the PDFs. This involves evaluating the document for accessibility issues and identifying areas that need remediation. An initial assessment helps to determine the scope of work required and to develop a remediation plan.
There are several tools and methods available for conducting initial assessments. Automated checkers can quickly scan for common accessibility problems, providing a preliminary overview of the document’s compliance with accessibility standards. These tools can identify issues such as missing alt text, improper tagging, and incorrect reading order. However, automated tools may not catch all issues, especially those that require human judgment.
Tagging is the core of PDF remediation. It involves adding tags to different elements within the document, such as text, headings, images, links, lists, and tables. Each tag provides information about the element’s role and structure, enabling assistive technologies to interpret the content correctly.
Properly tagging text and headings helps create a logical reading order and allows users to navigate the document efficiently. Headings serve as navigational aids, allowing users to jump between sections quickly. For example, using heading tags (H1, H2, H3, etc.) to create a hierarchical structure enables users to understand the organization of the content and move directly to sections of interest.
Adding descriptive alt text to images ensures that users with visual impairments can understand the content conveyed by images. The alt text should be concise and descriptive, conveying the essential information the image provides. For example, an alt text for an image of a chart should describe the key data points and trends shown in the chart.
Tagging links with meaningful descriptions helps users understand their purpose and destination, facilitating easier navigation within the document or to external resources. For instance, instead of using vague link text like “click here,” it is better to use descriptive text like “read our accessibility guidelines.”
Properly tagging lists ensures that list items are recognized as related elements, providing a coherent reading experience. This includes using list tags (L, LI, LBL, LBody) to define the structure of ordered and unordered lists.
Tagging tables can be complex but is essential for accessibility. Proper tags help users navigate and understand the data within the table. This includes adding table headers (TH) to define row and column headings and ensuring that the relationships between data cells are clear. Complex tables with merged cells or multi-level headers require careful tagging to ensure accessibility.
The correct reading order is crucial for assistive technologies to interpret the document accurately. It ensures that the content flows logically and is easy to follow. Setting and verifying the reading order involves checking the tags and adjusting them to reflect the correct sequence.
Steps to Set and Verify the Reading Order
1. Identify the Logical Reading Order: Determine the intended flow of the content, from the title and headings to paragraphs, images, and other elements.
2. Use Tools to Adjust the Reading Order: Tools like Adobe Acrobat provide functionalities to set and review the reading order. The Order panel in Adobe Acrobat allows you to view and adjust the sequence of tags.
3. Test with Assistive Technologies: Use screen readers and other assistive technologies to test the reading order. This helps verify that the content is presented logically and is easy to navigate.
After tagging and setting the reading order, the final step is validating and testing the document’s accessibility. This involves using both automated tools and manual checks to ensure the document meets accessibility standards.
Methods for Testing Accessibility
1. Automated Tools: Tools like GrackleDocs Online PDF Accessibility Checker (GrackleGO), can quickly identify common issues such as missing alt text, improper tags, and incorrect reading order.
2. Manual Checks: Conducting manual checks involves using screen readers and other assistive technologies to navigate the document. This helps identify issues that automated tools might miss, such as the accuracy of alt text descriptions and the logical flow of the reading order.
3.Accessibility Standards Compliance: Ensure that the document complies with accessibility standards like WCAG 2.1 and PDF/UA. These standards provide detailed guidelines for making digital content accessible.
Common issues during validation include missing alt text, incorrect reading order, and improper tagging. Fixing these issues involves adding the necessary tags, adjusting the reading order, and providing accurate alt text descriptions. Regularly reviewing and updating the document ensures ongoing compliance with accessibility standards.