Making PDFs and other documents accessible is now a core requirement for higher education—not just best practice. The challenge for most of us is where to start. This guide outlines a practical, manageable approach to prioritizing PDF and document remediation so you can focus effort where it matters most.
Steps for prioritization:
- Start with inventory. Identify which PDFs and documents are still in use and who owns them.
- Remove, replace, or remediate. Make decisions to reduce the remediation workload while improving usability.
- Focus on high-impact documents. Start with materials required for instruction, programs, services, or compliance, especially those used frequently or by large audiences.
- Fix the source file first. When possible, correct accessibility issues in Word or PowerPoint files before exporting to PDF—it’s faster and more reliable.
- Remediate PDFs only when necessary. Legacy or source-less PDFs may require direct fixes using PDF editing tools.
Step 1: Start with inventory
Who is responsible?
Content owners are responsible for ensuring their materials are accessible. We offer training and tools to assist content creators in achieving self-compliance with WCAG 2.1 AA and future standards.
Before fixing anything, take stock of what you have.
Create a list of all PDFs and documents currently published or distributed on your websites, in your LMS, or through shared platforms. Tools like DubBot can help identify files with accessibility issues and give you an initial sense of scope.
As you review documents, ask:
- Is this document still accurate?
- Is it actively used?
- Is it required for instruction, services, or compliance?
You can’t prioritize effectively without this context.
Example Spreadsheet
| Document Name | Location / URL | Owner | Frequency of Use | Current Status | Priority Level | Action Needed |
|---|---|---|---|---|---|---|
| Course Syllabus | LMS | Faculty | Every term | Partially Accessible | High | Fix source + re-export |
| Camp Registration Form | Website | 4-H Agent | Ongoing | Inaccessible PDF | Medium | Replace with online form |
| HR Benefits Form | Website | HR | Ongoing | Inaccessible PDF | High | Full PDF remediation |
| Event Flyer (2023) | Website | County | Rare | Inaccessible | Remove | Retire document |
Priority Level Guidance
- High: Required, high-traffic, or legally significant
- Medium: Useful but not critical; moderate audience
- Low: Limited use or short lifespan
- Remove: Outdated, redundant, or unnecessary
Step 2: Remove, replace, or remediate
The goal at this stage is to reduce remediation workload while improving usability.
Remove
One of the fastest ways to reduce remediation work is to remove documents that no longer serve a purpose.
Common candidates include:
- Outdated event flyers
- Documents duplicated elsewhere or replaced with newer versions
- Files no longer required for programming, reporting, or operations
If a document isn’t needed, don’t fix it—retire it.
Replace
In many cases, the best accessibility fix isn’t remediating a document—it’s replacing it with a web page. Web content is easier to keep accessible, simpler to update, more discoverable, and helps prevent ongoing remediation work.
Consider replacing a document with a web page when:
- The content changes frequently
- The content is long or text-heavy
- The audience is broad or public-facing
- The content is informational rather than a required record
Remediate
Some documents must remain in document format and should be prioritized for remediation, including:
- Official publications
- Required forms or reports
- Grant-funded or compliance-related documents
Step 3: Focus on high-impact documents
Not all documents carry the same weight. Focus first on those with the highest impact and greatest risk. Start with materials required for instruction, programs, services, or compliance, especially those used frequently or by large audiences.
High-priority documents typically include:
- Course materials and instructional resources
- Public-facing forms, publications, and handouts
- Documents required for participation in programs or service delivery
- Materials required for reporting, compliance, or public accountability
Also consider how often a document is accessed and how many people rely on it. A moderately flawed document used every term should be addressed before a rarely accessed archive file.
Step 4: Fix the source file first (whenever possible)
If a source file exists—such as Word, PowerPoint, or InDesign—start there. Learn more about source documents.
Correcting accessibility issues in the source document is:
- Faster
- More reliable
- Easier to maintain over time
Before exporting to PDF:
- Use built-in heading styles
- Add alt text to images and charts
- Use tables only for data
- Run the application’s accessibility checker
Then export to a tagged PDF. This approach dramatically reduces remediation time later.
Step 5: Remediate PDFs only when necessary
Some PDFs must remain in circulation as PDFs—especially legacy documents, externally provided files, or records with no source file available.
For these:
- Apply OCR to convert scanned or image-based PDFs into editable and searchable text
- Repair or add tags
- Correct reading order
- Add alt text or mark decorative images as artifacts
- Set the document title and language
Tools like Adobe Acrobat Pro or Foxit PDF Editor are commonly used for this work. Learn more about PDF remediation with Foxit.
Self-Paced PDF Accessibility Course
The Office of Information Technology offers a self-paced PDF Accessibility course available to all CAES and UGA Extension faculty and staff. If you distribute digital PDF documents on a website, by email, over social media, or any other digital means, this course is for you.
The Bottom Line
Prioritizing document accessibility is about working smarter, not harder. By removing unnecessary files, focusing on high-impact documents, fixing source files first, and tracking progress, we can make steady, defensible progress toward accessibility compliance—and better digital experiences for everyone.
This post was drafted with the help of AI, then thoroughly reviewed by our human editorial team for accuracy and quality.
