PDF Decision Tree

The PDF decision tree is designed to help you choose the best approach to sharing and maintaining accessible document formats. 

When possible, we encourage the use of accessible web pages and document formats, rather than PDFs. Compared to other digital formats, PDFs are more difficult and labor-intensive to make fully accessible and to maintain as content changes.

If you have an inaccessible PDF and are not sure what to do next, use the questions and guidance below.

PDF Decision Tree

1. Is the PDF still currently in use?

Yes No
Continue to question 2. Consider removing this PDF.

2. Is the document content updated/changed regularly?

Yes No
Don’t use a PDF. Once you edit a remediated PDF, the accessibility formatting may be compromised. This means the PDF must be manually re-checked and fixed each time edits are made, which makes accessible PDFs inefficient for documents with non-static content. Continue to question 3.

3. Was the original file created in Microsoft Office or Google Workspace?

Yes No
Continue to question 3a. Go to question 4.

3a. Can the file be shared as a link instead of a PDF?

Yes No
Share the link to the online document instead of using a PDF. Continue to question 4.

4. Is this a text-based document that can live on a website?

Yes No
Transfer the content over to a new webpage (or a Canvas page). This can be easier for updating and sharing content with a stable link. Continue to question 5.

5. Is this content available at the U-M Library (even if you didn’t originally procure it from there)?

Yes No
Use a persistent link to the library resource and consult the library for further help. Continue to question 5a.

5a. Is this content from a third-party resource or textbook?

Yes No
Contact the publisher for an accessible ePUB or eBook version. You can also check online for an ePUB. Continue to question 5b.

5b. Is this a scanned document?

Yes No
Consider exporting to Microsoft Word (via Adobe Acrobat) as a .docx file. If the file content doesn’t transfer over well, or you have competing concerns (copyright, low-cost availability of materials to students, single-source historical artifacts, etc.) please consult with the Disability Equity Office for help. Continue to question 6.

6. Is this PDF a form?

Yes No
Continue to question 6a. Go to question 7.

6a. Did you or someone internally within U-M create this form?

Yes No
Turn it into a Google Form or Qualtrics Form.
Note: Google Forms is useful for quick and easy event or attendance forms, but does not guarantee data privacy. Qualtrics offers secure data collection and is better suited for research surveys or longer forms with extensive options.		 If this is an external PDF that is owned by the federal/state government (i.e. HR employment files, tax files, legal documents) — keep the PDF as is. You may need to provide an accommodation if these required forms are not accessible to an individual.

7. Is this file being used as an infographic or flyer?

Yes No
Continue to question 7a. Go to question 8.

7a. Is it being shared in an email or comms message?

Yes No
If distributing a PDF as an attachment, make sure to also include the text and important info inside the body of the email or message, so everyone can access the information. For social media posts, attached files/images should have alt text. Continue to question 8.

7b. Was it created in Adobe InDesign or Canva?

Yes No
Utilizing accessibility features within Adobe InDesign can help mitigate the workload of remediating a finished PDF in Acrobat. Canva has some accessibility features, including PDF auto-tagging, but they are not PDF/UA or WCAG compliant and will still require manual remediation in Adobe Acrobat. Continue to question 8.

8. Does this document need to be printed?

Yes No
If providing a PDF for printing purposes, make sure all of the information is also available in an alternative accessible format (webpage, Word Document, email, etc.). Remediate the PDF for accessibility via Adobe Acrobat or an external vendor.