This FAQ offers high-level guidance on frequently asked questions related to PDF accessibility. It serves as a reference to support campus units in interpreting standards, assessing existing documents, and identifying appropriate remediation approaches.
Frequently Asked Questions
Am I allowed to use PDFs?
Yes, however, you are required to make your PDFs accessible. Check out the PDF Decision Tree for more guidance on choosing the best file format based on your specific use case.
How do I check if a PDF is accessible?
Many tools at U-M include automated checkers for PDF accessibility (Adobe Acrobat, Panorama in Canvas, Siteimprove for web accessibility scanning). However, automated checkers cannot always find and flag all issues, and cannot guarantee that a PDF meets all standards and provides equitable access for users with disabilities. To find and fix issues, use Adobe Acrobat verify PDF accessibility tools and instructions, and follow best practices.
Will inaccessible PDFs be removed?
Everyone at U-M is responsible for managing their own files and web content in line with U-M guidelines, including digital accessibility. There are no plans to centrally take action on files.
How do I deal with large volumes of PDFs?
There is no perfect solution to addressing the accessibility or large volumes of PDFs at scale. At U-M, we are currently investigating to identify and implement cost-effective solutions for automated remediation, vendor provided remediation, and additional support and tools at scale. Connect with the Disability Equity Office to consult on planning towards more complete compliance.
Can I create an accessible PDF from the program I use (e.g. Canva, InDesign, OverLeaf, etc.)?
Some programs can create and output an accessible PDF, but many programs have limitations and only output inaccessible PDFs.
Can I remediate a PDF for accessibility?
Yes, using tools like Adobe Acrobat, you can properly tag and structure a PDF so it meets accessibility standards. However, this is a time-intensive and technical process and, if the PDF is re-created with updated content, this work must be done again on the new PDF. There are some automated PDF remediation features within Adobe, Panorama, and other applications that can tag PDFs and improve accessibility. However, depending on the document content and layout, this may require significant manual review and correction.
Should I outsource my PDF remediation to an external vendor?
U-M does not currently have preferred vendors for PDF remediation. Individual units may outsource this work to a vendor. PDF remediation can be expensive (especially with long or complex files) and a lengthy process. Also, be aware that not all vendors guarantee data security when handling PDF files with private/sensitive data.
How can I ensure the files I share cannot be edited or altered?
All digital documents, including PDFs, can technically be edited. PDFs can be edited using Adobe Acrobat Pro, available to all U-M users. For this reason, formats such as view-only Google Docs or read-only Microsoft Word files are a good and often more accessible alternative to sharing PDFs. For highly secure files, Microsoft additionally offers a password-protected feature and Google files can be shared in a way that forces users to make a copy.
What should I do with PDFs uploaded to a website?
PDFs with information that is regularly updated/edited should have their content transferred to a web page itself, or a native file format. Common examples include converting a course syllabus from a PDF to a Canvas page, or converting meeting agendas from a PDF to a view-only Google Doc. If the PDFs on the site are out-of-date or no longer relevant, remove them. If the PDFs are stored on the webpage for archival purposes, refer to our guidance on exceptions with archived web content.