Many businesses and government institutions rely on PDFs to share important documents with the public. Policies, forms, reports, public notices, training materials, and guides are often distributed in PDF format because they’re easy to share, easy to open, and they keep formatting consistent from one device to the next.
The problem is that many PDFs were created before accessibility was a major focus, so they’re often missing the features that help people with disabilities use them properly. That can make them difficult (or even impossible) to navigate for anyone who relies on screen readers, keyboard navigation, or other assistive technology.
Accessibility has always mattered, but the fact that so much information is now published online raises the stakes. In some cases, accessibility may also be legally required, which means existing PDFs need to be updated so they work for everyone, including people with disabilities. For many teams, the realization hits hard: there could be dozens, hundreds, or even thousands of files that need attention, and it’s not always obvious where to start.
In this article, we’ll break down a few realistic ways to make an existing PDF library accessible, including the pros and cons of each approach, and how to decide which option makes the most sense for your situation.
Method 1: Recreate Your Documents from Scratch
Sometimes, the simplest way to make a PDF accessible is to rebuild it. This approach tends to work best when only a small number of documents need to be addressed, or when the files are straightforward enough that starting fresh feels more efficient than trying to repair what’s already there.
Recreating a document usually means taking the content from an existing PDF and rebuilding it in a format that supports accessibility, like Microsoft Word, InDesign, or another document editor. From there, the file can be exported into a properly structured PDF that includes the tags and formatting assistive technology relies on. In some cases, a full rebuild isn’t even necessary. If the document was originally created in a digital program and the original file is still available, it may be possible to pick up where things left off and make accessibility improvements directly in the source file before creating a new PDF version.
Pros of Recreate Your Documents from Scratch
Rebuilding a document gives full control over how it’s structured. The layout, heading hierarchy, reading order, and document flow can all be created with accessibility in mind from the beginning, which often leads to a cleaner result. It also gives the chance to fix small formatting issues that may have been lingering for years, especially if the file has been copied, edited, or re-exported repeatedly.
Recreation can also be a great opportunity to improve the document overall. If a PDF feels outdated, cluttered, or inconsistent with current branding, rebuilding it can solve multiple problems at once while also ensuring the final version works for everyone.
Cons of Recreate Your Documents from Scratch
Recreating PDFs can take more time than expected, even when the documents seem simple at first glance. Tables, multi-page formatting, and even minor layout changes can slow things down, especially if the goal is to keep the new version looking and reading exactly like the original.
This method also depends heavily on having someone who understands how accessible documents are built and exported correctly. Without the right knowledge, it’s easy to create a file that looks fine visually but still falls short for accessibility. And when the list of documents starts growing, rebuilding can turn into a slow process that’s difficult to keep up with, especially for teams that already have limited bandwidth.
When It Might Be The Right Choice
Recreating documents from scratch is usually the best fit when there are only a few PDFs that need to be updated, or when the documents are relatively simple in structure. It’s also a strong option when the files are already due for an update anyway, whether that means refreshing the layout, cleaning up outdated content, or rebuilding a form or guide that people still rely on regularly.
For teams looking for a quick, clean fix on a small batch of PDFs, recreation can be a straightforward way to get accessible versions published without overcomplicating the process.
Method 2: Work With a Professional PDF Remediation Service
For many teams, the fastest way to make PDFs accessible is to hand the work off to people who do it every day. A professional remediation provider takes your existing PDFs and updates them so they work properly with screen readers, keyboard navigation, and other assistive technology.
This typically includes fixing the document structure, adding the right tags, correcting reading order, and making sure things like tables and form fields function the way they should. This method is a popular choice when deadlines are approaching, the document library is large, or there just isn’t enough internal time to take this on without it turning into a major disruption.
Pros of Working With a Professional
One of the biggest benefits of working with a remediation vendor is speed. A team that specializes in accessibility can usually remediate documents much faster than someone who’s learning as they go, especially when files include forms, multi-page layouts, tables, or other formatting that can be tricky to handle.
This approach also takes a lot of pressure off internal staff. Instead of assigning remediation to someone who already has a full workload, you’re able to get the work done without pulling employees away from other responsibilities. For many businesses and institutions, that alone makes professional remediation a huge relief.
Cons of Working With a Professional
Professional remediation can be more expensive than some of the other methods, especially if there’s a large archive to work through. It can also create an ongoing dependency if new PDFs are being published regularly, since the same accessibility issues may keep coming back unless there’s a long-term plan in place.
There’s also a coordination piece that can’t be avoided. Files have to be shared, tracked, reviewed, and returned, and someone still needs to manage what’s been fixed and what hasn’t. Another thing worth mentioning is that vendor quality can vary, so it’s important to work with a provider that has real experience and a reliable process, not one that treats remediation like a quick checkbox.
When It Might Be The Right Choice
This method makes the most sense when there’s a large number of PDFs that need to be fixed quickly, or when the documents are complex enough that mistakes could cause real problems. It’s also a great option when internal staff simply don’t have the time or the interest to learn remediation, especially when accessibility requirements are already pressing.
For teams that want accessible PDFs without taking on the work internally, professional remediation is often the most direct path forward.
Method 3 (Train or Hire Someone In-House)
If the first two methods feel a little extreme on opposite ends, this next option lands somewhere in the middle.
Some teams decide to handle PDF accessibility internally by training an existing employee or hiring someone who already has experience working with accessible documents. This can be a great long-term move, especially when PDFs are being created regularly and accessibility needs to stay consistent moving forward.
Pros of Hiring Within
Keeping remediation in-house gives more control over timing and priorities. Instead of waiting on a vendor schedule or trying to squeeze remediation into a one-time project, the work can happen as documents are updated, published, or requested. For teams that create a steady flow of new PDFs, having someone internally who understands accessibility can help prevent the same issues from piling up again later.
Internal remediation can also feel more efficient in the long run. Once someone knows what they’re doing, the process can move faster than expected, especially for the types of PDFs that follow the same general formatting patterns. And since that person is already familiar with the content, it’s often easier to catch issues that an outside vendor might miss, like confusing sections, inconsistent formatting, or documents that should be updated anyway.
Cons of Hiring Within
The biggest challenge is that remediation takes real skill, and it takes time to learn. Someone can’t just “figure it out” in an afternoon and start producing accessible PDFs at a professional level. Without training, it’s easy to create a file that looks fine on screen but still doesn’t work properly for screen readers or keyboard users.
This method also depends on internal bandwidth. Even if the right person is available, remediation is detailed work that requires focus. If it gets treated like a side task, it often gets pushed down the list, especially when other priorities come up. And if only one employee understands the process, things can get stuck if that person changes roles, leaves the business, or simply gets overloaded.
When It Might Be The Right Choice
Training or hiring internal help makes sense when accessibility is an ongoing need and there’s enough document volume to justify building that knowledge long-term. It’s also a strong option when a business wants more control over quality and turnaround times, without depending entirely on outside support.
For teams that publish PDFs regularly and want accessibility to feel like a normal part of the process (instead of a recurring fire drill), internal remediation can be a smart move.
Method 4: Use PDF Remediation Software
For teams with a lot of PDFs to fix, remediation software can be one of the most efficient ways to move forward. Instead of rebuilding documents one by one from scratch or sending everything out to a third-party, PDF remediation software gives you an easy way to update existing files so they meet accessibility expectations.
Most remediation tools are designed to help with the parts of accessibility that are easy to miss when working manually, like tagging, reading order, headings, tables, and form fields. This makes it much easier to work through a large library of documents without feeling like every file is a brand-new project.
Remediation Software Pros
One of the biggest advantages of using remediation software is speed. When there’s a long list of PDFs that need to be updated, software makes it possible to move through them more efficiently while still keeping the results consistent. Instead of relying on guesswork, the remediation process follows a clearer path, which helps reduce common errors and keeps documents more standardized.
Software can also be a great option when accessibility isn’t a one-time fix. If new PDFs are constantly being added to a website or shared internally, remediation software gives teams a way to keep up without having to outsource every update. It allows you to stay in control, keep everything in one place, and maintain an accessibility process that can actually scale over time.
Remediation Software Cons
Even with the right tool, someone still has to do the work. Remediation software speeds things up, but it doesn’t remove the need for review and decision-making, especially when documents are more complex. Forms, tables, charts, and heavily designed PDFs may still take extra attention to get right.
There’s also a learning curve at the beginning. The tools are much easier than trying to do everything manually, but teams still need a little time to get comfortable with the process and build consistency. And like any internal solution, remediation software works best when someone owns it, rather than letting it become another task that gets pushed aside.
When It Might Be The Right Choice
PDF remediation software is often the best fit when there’s a large archive of documents to update and the need for accessibility is ongoing. It’s especially helpful for teams that want a repeatable, manageable way to stay on top of accessibility without rebuilding everything or relying completely on an outside service.
For businesses and institutions that want faster progress, more consistency, and long-term control, software is often the most realistic and sustainable option.
Choosing a Path (And Getting Help When You Need It)
Most businesses end up using a mix of the methods we described here, depending on how many PDFs need to be remediated, how complex they are, and how quickly they need to be updated. Choosing the right path often comes down to time, internal resources, and whether accessibility is a one-time cleanup or something that needs to stay consistent long-term.
For teams that need a little extra help getting this process moving, SecureScan can help.
SecureScan has been helping businesses manage, protect, and digitize important documents for more than 22 years, and accessibility is becoming a bigger part of that work. Some teams want a fully supported option where accessible PDFs are delivered as part of their scanning project. Others want a way to remediate documents internally without having to reinvent the process from scratch.
That’s why SecureScan offers Accessibility On Demand, an easy-to-use PDF remediation software designed to make accessibility work faster and more manageable, especially when there’s a large library of existing documents to work through. SecureScan can also convert paper documents into fully accessible PDFs by pairing professional scanning services with remediation, which is a great fit for teams that still have valuable information stored in physical files.
To learn more about Accessibility On Demand, or to talk through the right approach for your documents, contact SecureScan for more information.