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Why PDF Accessibility Matters

Image credit: Background based on an image by Esa Riutta from Pixabay

Originally appeared in LinkedIn AccessABILITY

Today, I’m going to talk about something pretty important, but often overlooked: making PDFs accessible. You might be wondering, "What does that mean?" Well, it’s all about ensuring that everyone can read and understand the information in PDF documents, no matter who they are or what challenges they might face.

In our digital world, PDFs are everywhere. We use them for school assignments, work reports, government forms, and so much more. But not everyone can easily read these documents. Some people have trouble seeing, while others might have difficulty using a mouse or keyboard. That’s where PDF accessibility comes in – it’s about making sure everyone can access the information they need.

Let’s dive into why this matters, how we can make PDFs more accessible, and what happens when we don’t.

Why PDF Accessibility is Important

Let's talk about why PDF accessibility matters. It's all about making sure everyone can access information, no matter what challenges they might face or disabilities they may have. In fact, it's not just about people with disabilities - it's about creating a digital world where we all feel welcome.

Think about this: You're hungry and want to order a pizza. You find a great place online, but their menu is a PDF that you can't read. Annoying, right? Now imagine feeling that way every time you try to read something important. That's the reality for many folks when they run into PDFs that aren't accessible.

When we make PDFs accessible, we're not just checking boxes. We're making sure that whether it's for work, school, or just everyday stuff, everyone can get the info they need. It's about fairness, really. And let's be honest, clear and well-organized documents make life easier for all of us, don't they?

It would be impossible to discuss accessibility without including legal obligations, or protections, as I like to refer to them. Did you know that there are legal requirements for the accessibility of specific documents in several nations, including the US? For instance, many businesses are required by the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act to ensure that their digital content, including PDFs, is accessible to individuals with disabilities.

Generally speaking, PDFs are improved for all parties when they are made accessible. Documents that include easy to comprehend language, well-organized content, and clear headings are easier for everyone to use and understand—not just those with disabilities. Businesses and organizations can reach a larger audience and improve communication and engagement overall by producing accessible PDFs.

How to Make PDFs Accessible

Now that we understand the significance of PDF accessibility, let's discuss how to improve PDF accessibility. A common term for this process is "remediation." Accessible PDFs require an organized structure, much like a well-organized essay. To make the document easy to navigate, it requires for the use of appropriate headings, lists, and tables. While everyone finds it easier to use a well-structured document, screen reader users really benefit from it (software that reads text aloud). An image's alt text, or brief description, is what screen readers read aloud so that those who are blind or visually impaired can understand what the image represents. For example, instead of just having a picture of a cat, you'd add alt text that says, "A fluffy orange cat sleeping on a blue couch."

As a result, some people have trouble distinguishing between certain colors. We try to ensure that everyone can read the text easily by utilizing high contrast color combinations, such as black lettering on a white background. When considering accessibility and broadest possible audience reach, color contrast is an essential element for all forms of media. PDFs are digital documents, thus there are technologies that can "ingest" their contents. In order to accomplish that effectively, we must make sure that PDFs are produced in a way that makes language understandable to computers. This means using text that can be selected and read by screen readers rather than images of text.

Some additional features that are available within PDFs are bookmarks and tags. These features can make it easier for readers to move throughout the document. They function similarly to a digital table of contents, enabling readers to rapidly go to particular sections. Not only do these considerations benefit those with disabilities, but they also enhance the user experience for all users.

The Effort Required for Remediation

Although it requires some labor, remediating PDFs (making them accessible) is worthwhile. I will make attempt to cover the majority of the material. Although it takes time and expertise, PDF remediation is an investment well worth making. It can take a variety of times to make a PDF accessible. A simple, text-only document might only take a few minutes, while a complex report or brochure type of document with lots of images and charts could take several hours. On average, it might take about 1-2 hours per page for a moderately complex document.

Some Examples

Let’s look at a few examples of issues that may be found while reviewing a PDF for accessibility and how you may resolve the issues.

Issue: Image(s) missing alt text.

Solution: Add descriptive alt text to all images. For example, change "image1.jpg" to "A graph showing sales growth over the past five years, with a 20% increase in 2023."

Issue: Lack of document structure, content hierarchy.

Solution: Use proper headings (H1, H2, H3) to organize content. Instead of just making text bold and larger, use the actual heading styles in your document editor.

Issue: Lack of compliant or valid color contrast.

Solution: Adjust colors for better visibility. Replace light gray text on a white background with dark blue or black text to make it easier to read.

Issue: Inaccessible or missing form fields.

Solution: Add labels to form fields and ensure they're fillable electronically. For instance, change a static PDF form to an interactive one where users can type directly into the fields.

As you can see, there are various types of issues that may arise. When reviewing and remediating PDFs it is important to have a working knowledge of accessibility requirements, an understanding of how to use PDF editing tools, creating alt text that is understandable, and employing the right document structure. Keep in mind that accessibility is an ongoing process. As new PDFs are created, they need to be made accessible too. Ideally, you should start building accessibility into your document development workflow from the beginning. You're not alone in this adventure! Many tools are available to assist with PDF remediation. Some are built into widely used programs like Adobe Acrobat, while others are dedicated accessibility solutions. These can be used to identify issues and occasionally even automatically resolve them.

Finally, I cannot overstate the importance of training. It is essential that you not only absorb the knowledge but also appreciate the purpose behind what you are doing. Workshops, online courses, and on-the-job learning are all possible forms of training. These learned skills are valuable! Beyond PDFs, you will be able to apply your new expertise to any type of digital content.

The Negative Impact of Poor PDF Accessibility

Inaccessible PDF files can have serious consequences. They may prevent people from accessing important information, such as applying for jobs, understanding medical information, or engaging in their communities. Organizations that fail to comply with accessibility standards risk facing legal penalties such as lawsuits and fines. In recent years, there have been numerous legal battles over inaccessible websites and digital content. Missed opportunities to connect and communicate can vary greatly. For example, businesses may lose consumers, government entities may fail to reach all of their constituents, and educational institutions may unintentionally neglect specific student needs.

When people encounter inaccessible PDFs, they frequently have to spend additional time and effort attempting to understand the material. This can lead to dissatisfaction for both the reader and the organization, and the users are left with a concern that they have wasted their time. Even for people without disabilities, PDFs that are poorly structured or difficult to read create a negative user experience. This can undermine an organization's credibility and effectiveness.

Conclusion

Making PDFs accessible isn't just about checking boxes or avoiding legal issues. It is important to ensure that everyone has the proper access to the information they are provided, when they need it. Yes, it may require a little more effort, but the benefits are worth it.

Making PDFs accessible not only benefits people with disabilities, but also improves documents for everyone. We're creating a more inclusive digital environment in which everyone has a voice and can participate.

So, the next time you create a PDF, remember that those extra steps can make a significant impact. Let's work together to make the digital world welcoming and accessible to all.

References:

1. Web Accessibility Initiative (WAI): https://www.w3.org/WAI/
2. Adobe Accessibility: https://www.adobe.com/accessibility.html
3. Section508.gov: https://www.section508.gov/
4. Americans with Disabilities Act (ADA): https://www.ada.gov/

Remember, creating accessible PDFs is a skill that takes practice, but it's one that can make a real difference in people's lives. Let's commit to making our digital world more inclusive, one document at a time!