04 Documents, PDFs & Tables

Accessible Documents & PDFs

Accessible PDFs are crucial because they ensure users with disabilities—like those who use screen readers, screen magnifiers, or keyboard navigation—can perceive, operate, and understand document content. Properly tagged and structured documents are also a legal requirement for public-facing organizations under regulations like Title II of the ADA.

Making PDFs easy to read helps everyone. Here is why:

It helps with special computer tools: Some people use tools that read text aloud. We set up the file so these tools can find the headings and lists easily.
It describes pictures: We add short descriptions to pictures and charts. This way, people who cannot see the screen well can still understand what the picture shows.
It follows a clear order: the computer reads the file from top to bottom, rather than jumping around.
It works without a mouse: Some people use only their keyboard to move through a document. We set up the file so they can easily click through links and boxes.
It is easier to search: users can search, highlight, and copy text from an accessible document.
It helps all users: clear headings, zoom, and high-contrast colors make the file easier for everyone to use, including people who might need a little extra help.

Bottom Line:

If you can click and drag to highlight the text, it can be read by a screen reader.
If you can’t—don’t post it online.

🚫 Never Use Scanned PDFs on the Website

Scanned PDFs are just images of text. Screen readers can't understand them. They're not searchable, they’re not accessible, and they create legal and usability barriers for users with disabilities.
This fails WCAG 2.2 AA and Section 508 standards.
If you must post a scanned document, it must be remediated first (converted to text using OCR and then tagged for accessibility).

SMCPS Note: Some document scanners remediate the documents they are scanning. Most of the document scanners available to SMCPS staff do not.

If you created the document in Word, Google Docs, Canva, or another editable program, do not print it and scan it back in.

SMCPS Best Practices

1. ALWAYS: Use the SMCPS Document Database When Available

Before uploading a document yourself, check if it's already been posted on the system website.
If it has, just link to the existing document.

This ensures version control and centralized access.

2. SIMPLE: Always Start with Editable Text

Use programs like Microsoft Word or Google Docs to create your content first.
Then export as a “Save As PDF” — NOT “Print to PDF” or scanned.

3. BEST: Turn the editable text document file into a readable PDF

In Microsoft Word:

Go to Review > Check Accessibility
Follow the suggested fixes (especially for headings, table structure, alt text)
Then File > Save as Adobe PDF
- or Save as a PDF if the Adobe PDF option is not available.

Useful Tools for Document Remediation

Limit Tables & Use Them Carefully

In digital accessibility, limiting and carefully curating tables is vital because assistive technologies—like screen readers—process table data linearly rather than visually. Complex, nested, or layout tables break data hierarchies, confusing users and rendering web pages non-compliant with federal standards.

Tables can be a helpful way to organize data—but only when they’re built correctly.

If used the wrong way, they:

Break on phones
Confuse screen readers
Make your content unreadable for users with disabilities

First: Avoid Tables Whenever You Can

Do NOT use tables for layout or formatting.
- (That’s old-school, and it doesn’t work on mobile or with screen readers.)
Do NOT build your own complex tables in Finalsite.
- Finalsite’s editor does not make accessible tables easily.
Do NOT try to make tables in Google Sites.
- New Google Sites doesn’t support table structure at all.

Know the Basics of Accessible Tables

If you must create a table (e.g., in a Word Doc or PDF), follow these rules:

Clean, clear, concise data is presented in thoughtful rows and columns that have designated table headers
Overly complex tables include associated text below the table that explains its functionality and the data it describes.

Excel Files

You can host and share Microsoft Excel files; they are often more accessible than tables on websites.

Final Site Editors: Need a Table? Request One.

If you need a new table created for your school or department site, Submit a Website Editing Request Ticket

Shared Documents & Permissions

Shared documents must remain accessible to everyone who needs them. Be careful when sharing files from services like Google Drive, as incorrect permissions or outdated versions can prevent users from accessing important information.

Curation

Pay attention to how many different versions of each document you have. Updating or sharing the wrong version can lead to many complications. Check to make sure you are not sharing the draft version of a document for example.

Permissions

If you are sharing content hosted in a cloud service, like Google Drive, always double check permissions. Will your audience be able to access and open the linked document?

Reflection

Why are scanned PDFs usually inaccessible?

Before uploading a document, what should you check first?

When should you use a table on a website?

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