Many local governments use PDF files to display information online: meetings & agendas, contracts, regulations and ordinances, licensing forms, and a multitude of other forms. By putting these documents in PDFs, any changes made in the file leave a digital footprint which can be reviewed after the change is made. PDFs can be viewed online or through free software, on a number of devices including phones and tablets without the formatting issues of other document types. PDFs are also a space saver. A document that could only be read with endless scrolling down a webpage is condensed into a format that is easily stored and downloadable.
However, people with cognitive, hearing, vision and mobility disabilities may have issues accessing and interacting with PDF files. There have been numerous lawsuits and decisions on the issue of accessibility to essential PDF files. A quick Internet search will reveal lawsuits involving entities such as tax services, banks, education, and of course, municipalities. Imagine being unable to fill out a necessary tax form, mortgage paperwork, or file a permit with a city and you may understand this legal challenge.
For many disabled people, the only way to read and interact with online information and documents is by using adaptive technology like screen magnifiers or screen readers. Such devices can only work on PDF files that are properly tagged, preferably at the point when the document is created. PDF tags provide an unseen structured diagram of the PDF content that is presented to screen readers. The sole purpose is accessibility and they do not have a visible effect on the PDF file. Failure to make these files accessible may prevent some citizens from accessing public data, and it may create a litigation risk. While some entities have chosen to remove PDF files from their websites altogether, doing so may sacrifice transparency. Below are some other solutions for making PDF files accessible.
First, if you used Microsoft Office to build the PDF, the solution is somewhat straight forward. The links below provide simple instructions to create accessible PDFs using Microsoft’s accessibility checker to create the tags. This method does not require coding or special software experience so it can be accomplished by personnel with basic training. The accessibility checker will do most of the work for you!
Second, if your office has Adobe Acrobat, the following link provides a step by step guide to taking an existing document and making it accessible. This requires a slightly higher level of skill but still is easily achievable for many users.
The best approach for PDFs is to develop a plan for accessibility at the document’s inception. However, if you have existing PDFs on your website, the transition is relatively straightforward to implement. Making your documents accessible is of course a legal requirement in the U.S. Equally important, it’s the right thing to do, as it enables any person, no matter their ability or disability, to access public information.
For a checklist on accessibility in PDFs and WCAG 2.0, see this from the U.S. Department of Health & Human Services.
