Accessible PDF Guide

1) Is this an existing PDF or new content?

If Yes

Existing PDF: Is the PDF still in use?

Yes: Review the 3Rs Review Strategy: Retire, Replace, Remediate. Continue to question 2.

If No

Existing PDF that is not in use: Consider removing (deleting) or archiving this PDF.

New content: Continue through the decision tree to determine whether a file type other than PDF will work.

2) Is this content available through the library?

If Yes

Recommendation: use the library link for the resources needed rather than creating a PDF.

If No

Is this content from a third party resource (such as state or federal government) or a textbook?

• If Yes: If possible, contact the source and ask for a persistent link to accessible content or, for publishers, ask for an accessible ePUB or eBook version.

If No: Is this a scanned document?

• If Yes: Use Adobe Acrobat to export the scan to a Microsoft Word (.docx) file. After reviewing and remediating the document, share the acessible version.
• If content does not transfer well, contact the Microsoft Disability Answer Desk for assistance.
• If No: Continue to question 3.

3) Is the content in this document updated or changed at least once per year (or more frequently)?

If Yes

Recommendation: Do not use a PDF. Continue to question 4 to consider other file formats.

Note: Once you edit the source file of a previously remediated PDF, accessibility formatting may be compromised. The PDF must be manually rechecked and fixed each time edits are made, which makes PDFs inefficient and expensive to maintain.

If No

Continue to question 4.

4) Was this file originally created in Microsoft Office?

If Yes

Do you have access to the original source document for the PDF?

• If Yes: Recommendation: Share, post, or publish the original Microsoft Office file after verifying it is accessible. It is much easier to make these files accessible than it is to remediate them as PDFs.

Note: If you are using a PDF because the file needs to be distributed in a protected or locked format, you can share Microsoft files as read only to communicate that the document should not be edited.

• If No: Consider exporting your PDF to Microsoft Word or PowerPoint via Adobe Acrobat. After reviewing and remediating the file, share the accessible version.

If No

Continue to question 5.

5) Is this a text based document that can live in an alternative format in Canvas or on a UT Tyler website?

If Yes

Course content in Canvas: Using the Canvas Rich Content Editor, transfer the content into your course, run the accessibility checker, and fix issues as needed.

Website content: Is the content for broad use at UT Tyler or for the general public?

• If Yes: Transfer the content directly into the appropriate UT Tyler website. Contact the UT Tyler Web Team for assistance adding content to webpages.
• If No: Continue through the decision tree to consider other options for this content.

If No

Continue to question 6.

6) Is this PDF a form with fillable fields?

If Yes

Was the form created by your department?

• If Yes: Turn it into a Qualtrics form or Microsoft Form.

Note: Google Forms does not guarantee data privacy. Qualtrics and Microsoft both offer secure data collection, and Qualtrics is best suited for research surveys or longer forms with extensive options.

• If No: If this is an external PDF form produced by a government agency (for example tax forms or legal documents), link to the form on the government site rather than posting the PDF directly on a UT Tyler site.

If No

Continue to question 7.

7) Is this file used as an infographic or flyer?

If Yes

Is it being shared in an email or a Marketing and Communications message?

• If Yes: If you are distributing the PDF as an email attachment, ensure it is accessible and also include the text and important information in the body of the email or message so everyone can access the information.
• Social media: Attached files or images should have alt text.
• If you link to the PDF from a mass email: Continue to question 8.

If you created in Adobe InDesign, Adobe Express, or Canva: Using accessibility features within Adobe InDesign can reduce the effort of remediating a finished PDF in Acrobat. Canva has some accessibility features, including PDF auto tagging, but they are not WCAG compliant and will still require manual remediation in Adobe Acrobat.

If No

Continue to question 8.

8) Does this document need to be printed?

If Yes

If providing a PDF for printing purposes only, identify to the recipient that it is For Print Only. Also include for-print-only as part of the PDF file name.

If a version exists for digital distribution (webpage, Word document, email, and similar formats), make sure all information in that version is accessible.

If No

Evaluate the PDF for accessibility and remediate if needed. Work with the EIR Accessibility Coordinator to see whether someone can remediate the PDF. If not, engage an external PDF remediation service (at your unit's expense) following UT Tyler purchasing procedures.

9) You have determined that the document must remain a PDF.

Creating a new PDF: Follow UT Tyler guidance for producing accessible PDF documents (start with an accessible source file, then export, then verify in Acrobat).

Remediating an existing PDF: Work with the EIR Accessibility Coordinator for assistance to remediate the PDF. If internal support is not available, engage an external PDF remediation service (at your unit's expense) following UT Tyler purchasing procedures.