PDF files are typically created from a source document such as Microsoft Word, Adobe InDesign, or Microsoft PowerPoint. They are then exported to PDF format. The advantage of PDF is that no matter which version of Adobe or web browser you open it in, it maintains a consistent visual appearance. Documents created in older versions of Word will require conversion when opened in newer versions, and as a result, e.g. the document layout and the appearance of bullets may change.
A digitally accessible PDF document must be compliant with WCAG (Web Content Accessibility Guidelines), some of the criteria of which also apply to PDF files, and the PDF/UA (Universal Accessibility) standard.
Without using a PDF editor, it is impossible to provide a fully digitally accessible PDF document. This can be done using, for example, SwifDoo PDF Pro.
Title and File Name
When generating a PDF from a Word document, when creating the original document, remember to complete the title. Both the title and file name should convey what the document is about.
If the PDF document does not have this information, you must complete it in an alternative PDF editing program, e.g. Acrobat Pro.
Language
The language of the document must be declared and the language declaration should match the natural language of its content.
In the Word document, select the language in Home – Review – Language.
If part of the text is in another language, you should mark that fragment with a tag of the language in which it was written.
Headlines
The document should have a document structure that allows you to navigate through it. The header is the basic element that creates the structure of the document.
Maintaining the correct order of headings allows you to logically organize the content of the document and show the relationships between its individual parts.
Photos/Graphics/Charts
For each graphic, photo or chart, you should add an alternative text describing its content. You can also indicate where the table on which it was based is located with the chart. A good practice is to place such tables at the end of the document in a separate section.
Hyperlinks
Each hyperlink placed in a PDF document should have unambiguous and understandable content. The name of the link should define its purpose and purpose. Links such as “click here”, “more”, etc. should not be used. Links should be visually highlighted in the text. The best solution is to use the default settings, which is blue with underlining.
Scanned Documents
A scanned document saved as a PDF is not a digitally accessible document. It is a flattened image that does not have a text layer. It is not labeled, which makes it impossible to distinguish what is text, a header, an image, a table, etc. For this reason, blind people are unable to read its content using screen readers.
Checking the Digital Accessibility of A PDF Document
The digital accessibility of a PDF document can be checked using e.g. Adobe Acrobat Pro by selecting Full Accessibility Check .
Summary
Full compliance with the PDF standard specification can be achieved by working in several stages:
- Microsoft Word, Adobe InDesign
- SwifDoo PDF Pro, Adobe Acrobat Pro DC
- Verification – PDF Accessibility Checker (PAC)
Customizing a PDF file created from an inaccessible document such as Word is more time-consuming than creating an accessible Word file and exporting it to PDF.
With the right practices, you can create content that is understandable to all users. Taking care of the digital accessibility of documents by public entities is not only a moral obligation, but also a legal one. Applying the above-mentioned principles eliminates digital barriers, making it easier for people with various disabilities to use the content.
