Web Accessibility standards for PDF documents

Intent

To ensure accessibility compliance of all PDF documents published online.

Who uses this document

Staff involved in preparing content for the official web presence.

Web Accessibility standards for PDF documents

The minimum standard is WCAG 2.0 Level AA plus Success Criteria 1.4.8-9, 2.4.9-10, 3.1.3-6, plus the recommended practices for creating PDF documents.

When to use this format online

Do not use this format online unless it is:

  • Not possible to present the information as a web page
  • Course material – but note that using non-web formats online may create accessibility problems for some students. You may need to provide an accessible alternative.

The PDF document must be based on a source document that meets the accessibility standards for that document format.

How to prepare files in this format

These instructions are written for Acrobat X Professional. Use the latest version of the software, particularly the Professional version that enables identification and repair of accessibility issues.

  1. Use Acrobat X Professional to convert the source document to PDF. If using Acrobat Standard, PDF documents may have accessibility problems that you cannot identify or fix.
  1. Convert the source document to tagged PDF. Do not use the ‘Print to PDF’ option.
  1. If converting from Microsoft Word 2010, note the following:
  1. Language settings are not transferred to Acrobat 10. Set the language of the PDF document: File > Properties … > Advanced > Reading Options > Language
  2. Images and drawn objectsboth wrapped ‘In Line with Text’ (so they move with the text) or a floating anchor will appear at the top of the PDF tag list, not in correct order with the content. These must be adjusted manually in Acrobat.
  3. Equivalent text alternatives for images: The ‘Description’ field becomes the ‘Alternate Text’ field. The ‘Title’ is not transferred.
  1. Use the ‘Create Accessible PDF’ Action Wizard to check the document for accessibility and modify as needed.

File > Action Wizard > Create Accessible PDFs

The Wizard will assist you through the steps for a Full Accessibility Check. Follow the instructions in the Accessibility Report to repair any issues.

  1. Review the tag structure and modify as needed.

To view/edit tags select: View > Show/Hide > Navigation Panes > Tags

  1. Ensure reading order is correct:

To view/edit order select: View > Show/Hide > Navigation Panes > Order

  1. If using a PDF form, add contact information, or create an HTML version for those who may not be able to complete the form.
  1. Optimise the PDF for on-screen viewing and downloading.

Linking to PDF documents on the web

  1. For large documents (e.g. more than 15 pages) provide an option for downloading the document in parts (e.g. by chapter, or by separating the main content from appendices).
  1. Identify the format, size and number of pages in the document as part of the link text. E.g. Annual Report (PDF, 280 KB, 5 pages)

Evaluation process and checklist

Purpose / To ensure accessibility compliance of all PDF documents published online.
Responsibility / Creators and maintainers of PDF documents.
When to use / Before publishing PDF documents online.
If the PDF has already been published, download a copy to check.
Assumptions / The checklist was written for Adobe Acrobat XI Professional. Standard versions of Adobe Acrobat do not have the functionality needed to ensure accessibility.
Methods and tools / Visual check: look at the document to see if the checkpoint has been met.
Use Acrobat menu: follow the menu steps listed.
Evaluation tools:
Adobe Acrobat XI Professional or later
Black and white printer.

Using the appropriate method, check the resource against each design checkpoint listed below.

In the result column, note if the document passed the checkpoint by circling:

  • Y = yes
  • N = no,
  • NA = not applicable

If the resource fails any of the design checkpoints, make the necessary changes or seek help from a web or multimedia specialist.

Format

Result / Design checkpoint / Method
Y
N
NA / The document is:
  • Not able to be published as a web page, or
  • Course material
It is best to publish resources online in HTML format. Publishing a resource in another format may create accessibility problems for some users, and you may need to provide an accessible alternative. / Visual check
Y
N
NA / The source document meets the accessibility standards for that document format. / Use the appropriate evaluation process for that document format (e.g. Word)

PDF conversion or creation

Result / Design checkpoint / Method
Y
N
NA / Acrobat X Professional (or later) has been used. / Use Acrobat menu:
File > Properties… > Description (tab) > Advanced (section) > PDF Producer:
Adobe PDF Library 10.0 (or above)
(Note: this only shows the version number, not if Standard or Professional)
Y
N
NA / PDF has been tagged. / Use Acrobat menu:
File > Properties… > Description (tab) > Advanced (section) > Tagged PDF: Yes
Y
N
NA / Acrobat Accessibility Checker reports that the file has “no problems”. / Use Acrobat menu:
Tools > Accessibility > Full Check
Y
N
NA / Ensure that reading order is correct. / Use Acrobat menu:
Tools > Accessibility > TouchUp Reading Order
Y
N
NA / PDF page numbers match document page numbers. Is there an initial section that is numbered i, ii, iii, etc. / Use Acrobat menu:
View > Show/Hide > Navigation Panes > Page Thumbnails

Forms

Result / Design checkpoint / Method
Y
N
NA / Forms in PDF are accompanied by contact information in case the form is not accessible. / Visual check

Security settings

Result / Design checkpoint / Method
Y
N
NA / Security settings allow text access for the visually impaired. / Use Acrobat menu:
File > Properties… > Security (tab) > Document Restrictions Summary (section) > Content Copying for Accessibility: Allowed

Linking to PDF

Result / Design checkpoint / Method
Y
N
NA / If the document is long, downloads by section (e.g. by chapter) are offered. / Visual check on web page where link appears
Y
N
NA / The link to the document identifies the format, size and number of pages in the document, e.g. RMIT University Annual Report (PDF, 86 KB, 22 pages). / Visual check on web page where link appears