Their popularity stems from good reasons, as PDFs preserve formatting across different devices, maintain document integrity, support digital signatures, and offer robust security features. Despite their benefits, PDFs present significant accessibility challenges that many organizations are only beginning to address.
The need for accessible PDFs extends beyond good practice — it’s a legal requirement.
While general web accessibility has improved in recent years, PDF accessibility presents unique challenges due to the complex nature of document structure and the prevalence of untagged documents in circulation. In fact, studies show that over 90 percent of PDFs opens in a new tab in circulation today are at least partially inaccessible, appearing as blank pages, garbled text, or incomprehensible code to those using assistive technologies.
One of the key accessibility issues with PDFs is the lack of proper structure. PDF tags are metadata elements that define the structure of a document, making it navigable for assistive technologies. While an untagged PDF may contain all the necessary information, it’s nearly impossible to navigate effectively, resulting in a poor user experience and failure to meet accessibility compliance standards like WCAG 2.1 and Section 508 opens in a new tab .
When a PDF lacks proper structure:
- Screen readers cannot determine reading order or distinguish between headings, paragraphs, lists and tables
- Users cannot navigate between sections or find specific information
- Tables lose their structured format, making them unintelligible
- Images are meaningless without alternative descriptions
- Forms are unusable with keyboard navigation and are impossible for users with disabilities to fill out independently
The Core Challenge of PDF Accessibility
True PDF accessibility requires more than surface-level fixes. Structural remediation opens in a new tab addresses the fundamental organization of a document to ensure it can be properly interpreted by assistive technologies. Key elements include document tagging, logical reading order, proper table structure, alternative text for images, language identification, and accessible form fields.
Making PDFs accessible has traditionally been a labor-intensive process with limitations like heavy volumes of documents, limited staff expertise and time to address issues, and an inability to keep up with accessibility as new PDFs are created.
Today, tools like the YuJa Structural Remediation Max Module opens in a new tab help institutions overcome these challenges by automating the remediation process, enabling organizations to make their document libraries accessible while freeing up staff resources for other accessibility needs. The module can automatically detect and tag document structure, identify and correct reading order issues, generate descriptive alt text for images, structure tables, and convert scanned documents to accessible, tagged PDFs.
Best Practices and Benefits of Making PDFs More Accessible
To address PDF accessibility, start with these best practices:
- Create accessible documents from the start: Train content creators to build accessibility into documents from the outset
- Prioritize remediation efforts: Focus first on high-impact, frequently accessed documents
- Leverage technology: Use AI-powered tools to improve the remediation process
- Establish clear workflows: Create consistent processes for evaluating and improving document accessibility
The need for accessible PDFs extends beyond good practice — it’s a legal requirement opens in a new tab . A report from UsableNet found that ADA digital accessibility lawsuits reached over 4,000 in 2024 opens in a new tab , with educational institutions among those facing scrutiny for inaccessible digital content, including PDFs.
Making PDFs accessible isn’t just about avoiding legal issues though. Accessible content can be used by everyone, expanding your audience reach and ensuring no potential users are excluded. Properly tagged PDFs are more easily indexed by search engines and internal search tools, enhancing the searchability and discoverability of your content, and accessible PDFs are better prepared for use with emerging technologies, effectively future-proofing your content as digital platforms continue to evolve.
By implementing best practices and modern remediation tools, institutions can create inclusive digital environments that serve all users.
