Many accessibility problems start with posting a PDF when a web page would work better. Use this guide before you create or upload a document.
Screen reader users feel the difference: in WebAIM’s 2026 survey, 85.6% said PDF documents are very or somewhat likely to pose significant accessibility issues (our summary of the survey).
Start with three questions
- Will people mostly read it on a screen? Make it a web page. Announcements, procedures, policies, event details and FAQs work better as web pages: they adapt to screen size, zoom and assistive technology, and they are easier to keep up to date.
- Do people need to fill it in? Use a web form instead of a fillable PDF, for example a webform on your Drupal site or an accessible survey tool. Web forms are easier to make accessible and easier to process.
- Must it be printed, signed or kept exactly as it is? A PDF can be the right choice, for example a print brochure, a signed record or an archived report. Make the PDF accessible before you post it, and consider offering the same content as a web page too.
If you do need a PDF
- Start from an accessible source document, such as Word, PowerPoint or InDesign, with real headings, lists, table headers and alt text.
- Export a tagged PDF using the program’s export or “Save as PDF” option, not “Print to PDF”, which drops the structure.
- Check the PDF with a checker such as PAC or PAVE, and fix what it finds. Checkers cannot judge everything, so also check the reading order and alt text yourself.
- Never post a scan of text without making it searchable and tagged.
- For step-by-step help, see PDF Accessibility & Remediation.
PDFs that are already posted
Under the DOJ’s ADA Title II rule, some documents posted before the University’s compliance date of April 26, 2027 may not need to meet WCAG 2.1 Level AA. That exception does not cover documents people still use to apply for, access or take part in a University service, program or activity, such as a current application form. And whatever the document, if someone asks for an accessible version, provide one. See the Title II FAQ and the Title II Brief.
A good habit: when you update an old PDF, replace it with a web page or an accessible version rather than reposting it as it was.