Non-HTML Documents

In addition to all of the other principles listed here, PDF documents and other non-HTML content must be accessible. If you cannot make it accessible, consider using HTML or providing another accessible alternative. Files/content posted to the website or submitted for remediation should never contain confidential information.

Accessible Documents

Even if the original purpose of a PDF or Word document was for print only, as soon as it is put on a website or emailed, it becomes a digital document and the accessibility standards apply.

Before deciding to post a PDF to the web, the first questions to ask is “Can this be an HTML web page instead?” Avoid posting PDF and Word documents when possible.

If you are unsure how to create an accessible document, or if you don't have the time or tools, you can find help by using a 3rd party vendor. 24/7 Accessible Documents » is our preferred partner and can provide assistance.

When Is a PDF Necessary?

PDFs are often used as a shortcut to quickly get content up, but that is not always the best way to get your content out there. By posting important content as a PDF, you may be making it harder for people to find as PDFs are not as good as web pages for SEO. 

You should use a PDF only when:

  • There is a specific legal reason to do so. Some external groups require disclosures to be posted as a PDF. 
  • It is a form that requires more than one signature.
  • The content in the PDF is so complex that it would not work as web content.

PDF and Document Best Practices

The same guidelines that apply to a web page are true for PDFs and Word docs. Before publishing documents, consider the following:

  • Avoid using PDF and Word documents on the web if possible. Use an HTML page instead.
  • If you are starting with a Word document and converting it to a PDF document, ensure that the Word document is accessible first.
  • Ensure that images have informative alt text.
  • Correctly uses headings, lists, and tables.
  • Provide meaningful link text.
  • Check color contrast.
  • Ensure keyboard-only users can tab through the document in a logical order.

Creating an Accessible PDF from Word

Using Word as the starting point is not required, but it is a good way of ending up with an accessible PDF.

  1. Start with an accessible Word document.
  2. When saving, use the options and ensure that the “Enable Accessibility and Reflow with tagged Adobe PDF” is checked.

PDF and Document Resources

The following links provide excellent resources for learning how to create accessible documents.