PDF Document Accessibility Checklist & Guidance

Introduction

To create an accessible PDF document that meets the federally mandated compliance level of Web Content Accessibility Guidelines (WCAG) 2.0 and PDF/UA (Universal Access, or ISO 14289), the checklist and guidance provided must be followed.

IMPORTANT - Before creating an accessible PDF, consider adapting the information into web page content. Consider the increase in time necessary to create accessible PDFs along with understanding PDFs are the most difficult type of document to make compliant.

Checklist

The following checklist outlines the recommended steps to ensure PDFs are ADA compliant. Detailed information about each checklist item is provided in the following guidance section. Our checklist recommends Adobe Acrobat Pro DC but other versions may work as well.

Start with an Accessible Document, Presentation or Spreadsheet

When preparing a file for conversion to PDF, ensure the original Word document, PowerPoint presentation or Excel spreadsheet is currently accessible. Always begin with the VDOE checklists for Word, PowerPoint or Excel to ensure that an accessible file has been created. Then save the file as the new PDF format.

Recheck Accessibility

In Word, PowerPoint or Excel Select File > Info > Check for Issues > Check Accessibility.
Review list of errors and warnings.
Resolve all errors and try to improve all warned items.

Enable Tagged Documents

Select Acrobat Tab.
Select Preferences.
Ensure “Add Links”, “Create Bookmarks” and “Enable Accessibility and Reflow with tagged Adobe PDF” are checked.

Enable Bookmarks and Hyperlinks

Select Acrobat Tab.
Select Preferences.
Select Bookmarks in the Adobe PDFMaker dialog.
Ensure" Convert Word Headings to Bookmarks" is selected.

Save As

Click File > Save As and choose where you want the file to be saved.
In the Save As dialog box, choose PDF in the Save as type dropdown list.
Click the Options button and place a check in the “Document structure tags for accessibility” check box and click OK.
Click the Save button to save as a PDF.

Ensure the PDF Document has a Title

Open new PDF with Adobe Acrobat Pro.
Click File > Properties.
Select the Description tab.
Modify the Title field to add or change the document's Title entry.

Test the PDF with Adobe Acrobat Pro DC

Open the file in Adobe Acrobat Pro DC
Open the Accessibility panel, click Full Check, keep the default settings and click the "Start Checking" button
If you receive errors you may want to click Autotag Document from the Accessibility panel (clicking this multiple times may correct errors)
You must manually test for color contrast violations and logical reading order.

Make a final check on the PDF using a free app called PDF Accessibility Checker (PAC)

Once the PDF has passed all testing in Adobe DC , scan it in PAC
If the only error in the report is a missing PDF/UA identifier then follow the directions under the next heading,

Final Step: Add a PDF/UA identifier to show the PDF is ISO 14289 (PDF/UA) compliant

Open the PDF in Adobe DC
Click File, then Properties
From the Document Properties window click Advanced and then click the Append button to insert the PDF/UA ID (XMP file)
Learn more on the PDF /UA ID below in the Resources

Provide Accessible Alternative Version (AAV)

Provide an Accessible Alternate Version (AAV) of the PDF only if making the content accessible is not possible. (Example: Presenting an complex Organization Chart as an simple outline.).

AAV Resources

W3C's Alternate Versions Conformance Requirement for more on making an AAV

Resources

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