Before creating an electronic document, ask, “Should this content be a document or a webpage?” A webpage is generally a more accessible format. Additionally, webpages can be more easily updated which saves time and resources. Whenever possible, avoid the PDF format.
Automated tools, such as the Adobe Acrobat Pro "Check for Accessibility" feature, generally only identify 30% of issues.
Concerns outside of accessibility:
PDFs are difficult for end users to translate with automated tools.
PDFs do not resize well for users with smaller devices or without access to a computer.
Creating Accessible Electronic Documents and Communications (mass.gov)
PDFs are the tip of the spear for Code for America’s new AI studio (StateScoop)
The problem with PDFs: It’s an accessibility thing (American Association of Community Colleges)
PDF accessibility checklist (University of Leeds)
For Informational Text - Copy & paste the text directly into a website, such a Google Site, WordPress or other Content Management System.
Good Example: The WPS School Committee Policy website
For a Document - Create a Google Doc
Good Example: The WPS Student Handbooks
For a Spreadsheet - Use Google Sheets instead or upload into a website to create a sortable accessible table.
Good Example: The Wednesday PD Calendar (Google Sheets)
Good Example: Find your Elementary School District by Street (WordPress TablePress)
For a Presentation - Use Google Slides instead
Good Example: Digital World Languages Brochure
For a fillable Form - Use a Google Form, a ParentSquare Sign-Up, a PowerSchool SIS Form (students/families) or a PowerSchool Talent Form (staff)
Good Example: PAWS Prospective Student Information Meeting Sign-up Form (Google Form)
Good Example: WPS New Student Registration Form (PowerSchool Form)
Good Example: Goal Setting Form (PowerSchool Talent Form)
Use Adobe Acrobat Pro for best results.
Easy things to fix first:
Document Properties (Mac: Command⌘ D / PC: Control D)
Add a descriptive title
Add author name or just “Wellesley Public Schools”
Tools > Prepare for Accessibility > Automatically Tag PDF
This identifies page elements as Titles, Headers, Paragraphs, Tables, Sections, Figures, etc. This helps people with vision or mobility issues to navigate long documents with screen readers or the tab key
This may take a few minutes for longer documents.
Tools > Prepare for Accessibility > Add Alternate Text (for photos, charts, graphics)
Add a brief description of the image for people who cannot see it, or who may be using a screen reader.
If an item is just decorative, not essential to understanding the document, you can just mark it as “decorative”
⚠️ Tools > Scan & OCR > In this file > All pages > Recognize text
This will find any graphics that contain text and make the recognizable so that screen readers can read them aloud.
This may take a few minutes for longer documents.
⚠️ Caution: Users have reported that sometimes this causes some pages in a document to flip upside down.
Tools > Prepare for Accessibility > Check for Accessibility
This will give you a report listing of all the areas that still may not be accessible. Before running this report, first I would recommend doing the easy things first (listed above), to reduce the number of errors on the report.
📌 Reminder: Have a backup plan for how you will be able to provide an accessible version on demand to meet a records request in a timely manner.