PDF Remediation
Note
PDFs can present unique challenges when improving the accessibility of digital content. The workflow below outlines a recommended process for evaluating your PDFs and identifying the most appropriate accessibility solution.
Step 1: Can the PDF be removed or archived?
Yes (remove): Take this opportunity to review your document for continued relevance. Is it necessary for your work or communication? Is it obsolete due to newer or alternative content? If the PDF is no longer needed, simply remove it from circulation.
Yes (archive): If a PDF is no longer current but must be retained for recordkeeping, it can be moved to a clearly labeled “Archive” section on your website or digital platform. Under ADA Title II, archived web content may qualify for an exception from proactive accessibility remediation requirements. However, we are still required to provide an accessible version upon request. Only content that is truly outdated and no longer part of active workflows or current programs, activities, or services should be archived.
No: Continue to the next step.
Step 2: Does the document need to be printed?
Yes: Provide all the information in the PDF in an accessible format, like a webpage, online document/spreadsheet. Link to a print-ready PDF for printing purposes only.
Modern students typically do not print documents, but they do use mobile devices extensively, making mobile-friendly formats more important than ever.
No: Continue to the next step.
Step 3: Will the document be updated periodically?
Yes: Migrate the content in the PDF to a webpage or an online document/spreadsheet. Online formats are advantageous over PDFs for many reasons, but in particular because you'll never have an old, out-of-date version floating around.
No: Continue to the next step.
Step 4: Was the PDF originally created in Microsoft Word/PowerPoint/Excel or Google Docs/Slides/Sheets?
Yes: Maintain the original source document and share in that format with share links. If sharing restrictions are needed, they can be turned on in those formats. Discontinue any use of the PDF.
No: Continue to the next step.
Step 5: Was the PDF originally created in Microsoft Word/PowerPoint/Excel or Google Docs/Slides/Sheets?
Yes: Maintain the original source document and share in that format with share links. If sharing restrictions are needed, they can be turned on in those formats. Discontinue any use of the PDF.
Provide a short, meaningful name for the link rather than displaying the entire web address.
No: Continue to the next step.
Step 6: Could the PDF be a webpage?
Yes: Migrate all the information in the PDF to an accessible format, like a webpage, online document/spreadsheet. If you do not have access to the original file, you can simply extract the relevant content directly from the PDF by copying and pasting the text (without formatting) and images. If the PDF has no selectable content and is simply an image, you may need to use Optical Character Recognition (OCR) in Adobe Acrobat Pro or another tool before copying.
You will need to review your pasted text for accuracy and correct formatting in its new location.
No: Continue to the next step.
Step 7: Can the document be remediated?
Yes: If, due to special circumstances, the document must remain as an active PDF, you may need to utilize Adobe Acrobat Pro to remediate it. If you decide to manually remediate the PDF using this type of software, you will need to follow the document checklist to ensure your final result is compliant with WCAG 2.1 AA.
There are currently no automated PDF remediation solutions that are supported or approved by UC San Diego.
No: Contact support@ucsd.edu for assistance.