Creating accessible PDFs is crucial for ensuring that all users, including those with disabilities, can access and understand the content. The Web Content Accessibility Guidelines (WCAG) provide a set of standards to make digital content more accessible. This guide outlines steps you can take to make your PDFs compliant with WCAG standards.
1. Use Proper Document Structure
Headings: Use proper headings (H1, H2, H3, etc.) to organize content hierarchically. Headings help screen readers navigate the document more easily.
Lists: Use ordered and unordered lists for items that are meant to be listed. Avoid using just spaces or tabs to create lists, as they are not recognized by screen readers.
Tables: Ensure that tables have clear row and column headers. Use table headers (<th>) to designate the header cells and associate them correctly with data cells.
2. Add Alternative Text for Images
Alt Text: Provide descriptive alternative text (alt text) for all images, charts, and other non-text content. This helps users who rely on screen readers to understand the visual content.
Decorative Images: If an image is purely decorative and does not add meaningful information, mark it as such so that screen readers can skip it.
3. Ensure Text Is Selectable and Searchable
Avoid using scanned images of text or other non-selectable text. Text should be embedded in the PDF so that it can be read by screen readers and other assistive technologies.
OCR (Optical Character Recognition): If your PDF contains scanned text, use OCR to convert it into searchable, selectable text.
4. Provide Accessible Links and Navigation
Hyperlinks: Ensure that all hyperlinks are accessible by providing descriptive link text that indicates the destination or purpose of the link. Avoid using vague link text like "click here" or “learn more”
Bookmarks: Use bookmarks in long PDFs to allow users to navigate easily. Ensure that the bookmarks are correctly tagged and reflect the document structure.
5. Use Accessible Fonts and Colors
Font Size: Use a font size of at least 12 points for body text to ensure readability.
Contrast: Ensure there is sufficient contrast between the text and background. The minimum contrast ratio should be 4.5:1 for normal text and 3:1 for large text (18pt or larger).
Avoid Color Dependence: Do not use color alone to convey information. Use text labels, patterns, or shapes to supplement color coding.
6. Tag the PDF Correctly
Tagging: Tagging a PDF provides a logical structure to the document, making it easier for screen readers to interpret. Use Adobe Acrobat Pro or similar tools to ensure your PDF is tagged correctly.
Check Tagging: Run a check to ensure that all elements (headings, paragraphs, lists, tables, etc.) are tagged appropriately.
7. Add Metadata
Title and Language: Provide a meaningful title and specify the document’s language in the metadata. This helps assistive technologies to better interpret the document.
Author Information: Include the author’s information if relevant. This can be useful for context and accessibility.
8. Test for Accessibility
Adobe Acrobat Accessibility Checker: Use the built-in accessibility checker in Adobe Acrobat to identify and fix accessibility issues.
Manual Testing: Conduct manual tests by navigating the PDF with a screen reader (e.g., NVDA or JAWS) to ensure that the content is accessible.
External Tools: Consider using external accessibility tools like PAC 3 (PDF Accessibility Checker) for additional validation.
Conclusion
Making your PDFs accessible according to WCAG standards ensures that everyone, including those with disabilities, can access and benefit from your content. Following the guidelines above will help you create more inclusive and compliant documents. If you need further assistance, please contact us for support in making your PDFs WCAG-compliant.