Accessibility Tips: Scanned PDFs

Scanned PDFs are one of the most common accessibility issues in course materials. Fortunately, there are several simple ways to avoid or fix this problem.

This guide explains why scanned PDFs create barriers for students and what instructors can do instead.

A scanned PDF is essentially a picture of text, rather than actual digital text.

Because of this:

• Screen readers cannot read the content correctly

• Text is not searchable

• Students cannot highlight, copy, or resize text

• Accessibility tools (such as Ally) often flag scanned PDFs as high-priority issues

These barriers can make it difficult for students who use assistive technologies to access course readings.

2. Search the Library for an Accessible Version

If Ally flags a reading as inaccessible:

✔ Search the library database for the article or textbook
✔ Many publishers provide accessible versions online

Library staff can often locate better versions of materials if given enough time.

3. Ask Your Subject Librarian for Help

Most colleges and departments have an assigned librarian who can assist instructors.

They may be able to:

• Locate an accessible version of the reading

• Suggest alternative sources

• Help obtain licensed digital copies

If you plan to use a reading in your course, it is recommended that you contact the library before the semester begins.

4. Use Course Reserves

If the reading is not easily available online, you can request that the library add it to the course reserves.

The library can:

• Provide students with licensed access

• Help ensure materials are accessible when possible

5. Create an Accessible Version (If Needed)

If an accessible version cannot be found, the document may need to be remediated.

This might involve:

• Running OCR (Optical Character Recognition) so the text becomes readable

• Adding proper headings

• Ensuring correct reading order
  
  

Instructional design or digital learning teams can often provide guidance on how to do this.

A PDF is likely scanned if:

• You cannot highlight the text

• Searching for words does not work

• The document looks like photographed pages

These are signs the file may need to be replaced or remediated.

If you need assistance with accessible course materials, support may be available through:

• NSM Instructional Technologies & Design Support team

• Equal Opportunity Services EOS Digital learning support

• Your department’s subject librarian

The easiest way to avoid accessibility issues with scanned PDFs is to link to the original online source whenever possible. When that is not possible, library staff and instructional support teams can help identify accessible alternatives.