Accessibility Checklist for PDFs

Quick checklist for PDFs

• Use this checklist to gauge how compliant your course resources are with Section 508 of the Americans with Disabilities Act, Title II regulations, and WCAG 2.1 AA guidelines.  

Set Language and Title


• Make sure the document's language and title are set in the file properties. The title should describe the document and not be confused with the file name or main heading.

Add Metadata


• Metadata includes an author’s name, the subject, keywords, a document description, comments, and other vital identifying document information. These properties help users organize and identify files.  

Set security permissions  

• Some PDF security settings may prevent screen reader users from accessing accessibility features. Check your security permissions in Document Properties to ensure that “Protected View” and “Enhanced Security” is disabled.  

OCR PDFs that are images and/or contain scanned pages

• Optimal Character Recognition (OCR) turns a flat image of a scanned PDF into one with text that is both searchable and editable. OCR-ing a PDF is the first step in document remediation.  
• Use Blackboard Ally’s Alternative Formats to OCR PDFs for free.

Use Permalinks  

• Rather than upload scanned files, create a permalink for text housed on a library’s database. This maximizes the probability that students are receiving text in varied and accessible formats.  

Make accessibility changes in the original document (Word, PowerPoint, Excel)

• PDF remediation can be both challenging and time consuming. Correct accessibility issues in the original source file for a more efficient process. If you don’t have access to the original source file, you can convert the PDF back into a Word or Excel file.  

Tag all content

• Check that all meaningful content has been tagged. PDF tags add a hidden structure to documents, helping screen readers understand how to read and present content to users. Tags should follow a document page’s visual order.  

Delete empty tags

• Empty tags can create confusion for users with assistive devices.  

Add alternative text for simple images.

• All images should be assigned concise, specific alternative text that conveys the same information to a user that an image would. This text should be limited to a sentence or two.
• Mark all non-essential images as “null,” “n/a,” or “decorative.”  

Ensure adequate color contrast between text and background and/ or within graphs and diagrams  

• Text, diagrams, charts, and other meaningful content should have a contrast ratio of 4.5:1.  
• Large sized text should have a contrast ratio of at least 3:1. Large sized text consists of an 18+ pt font or a 14+ pt bolded font.  

Provide descriptive link text  

• Link text should be descriptive and convey relevant information about the destination of the URL. Screen reader users navigate documents by tabbing through links or bringing up a links list. This removes the links from the context of the surrounding text, making descriptive link text necessary for navigation purposes.  

Ensure all video files have closed captions

• All videos must have accurate synchronized captions and/or transcripts.  

Ensure all audio files have a text transcript

• All audio files (podcasts, music tracks, etc.) must have accurate captions and/or transcripts.  

Apply bookmarks for long documents

• Bookmarks act as internal links that allow users to jump to specific sections of a document without scrolling. They can help with accessibility by making it easier for users of assistive technology to navigate a document.  

Avoid placing vital information in headers and footers

• Assistive technology does not automatically read information included in headers and footers. If you choose to place vital information in headers and footers, ensure you duplicate any vital information in the body of the document.  

Test your document for accessibility using the built-in Accessibility Checker

• Run the Accessibility Checker on your completed document to test for accessibility issues. Address any warnings or errors in your document.