As expectations around digital access continue to grow, information needs to be presented in ways that support wide access and independent use. PDFs are the go-to format for distributing information that needs to display consistently across devices, especially within government, education, and healthcare environments. Their broad compatibility makes them ideal for publishing official documents, distributing forms, and supporting long-term record retention.
Being able to open a PDF on almost any device is helpful, but it doesn’t necessarily mean the document is accessible. Many PDFs lack the underlying structure needed to work properly with assistive technologies. When that structure is missing, people who rely on screen readers, keyboard navigation, or other accessibility tools can be unintentionally blocked from accessing information.
PDF remediation adds the structure and functionality that accessible documents require. By aligning PDFs with widely recognized accessibility standards such as WCAG and ADA, remediation helps ensure these documents can be used as intended by a wider audience.
In this article, we will explain what PDF remediation is, how the process works, and why accessibility plays such an important role in records management.
What Is PDF Remediation?
PDF remediation is the process of modifying an existing PDF so that it works correctly with assistive technologies. These technologies depend on proper document structure, including tags, reading order, and semantic markup. Remediation adds this hidden layer so content can be accurately interpreted and presented to people who rely on these tools.
At a technical level, remediation involves adding information to the PDF that defines how content should be read and navigated. Headings, lists, and tables are given proper structure, and images include meaningful alternative text that describes their content. The reading order is also defined so the document makes sense when accessed through a screen reader or keyboard navigation, rather than relying on visual layout alone.
Another important part of remediation is ensuring that interaction works as expected. This applies mainly to forms, where input fields need to be correctly labeled, instructions need to be clear, and all actions should be possible without a mouse. Otherwise, a form can be difficult to use for someone relying on assistive tools.
Many PDFs in circulation were created before accessibility was widely considered, or were produced by scanning paper records, which generally results in image-only files. Remediation updates those documents so they’re usable and accessible, without requiring them to be recreated from scratch.
Why Accessibility Is Important
Accessibility plays a huge role in how easily people are able to interact with digital information. When content is accessible, individuals can read, navigate, and use it independently, regardless of disability or the tools they rely on. That independence matters, especially when information is intended for a broad audience.
In some cases, accessibility may be required by law. In the U.S., requirements such as the Americans with Disabilities Act (ADA) and Section 508 apply to a number of public agencies, institutions, and businesses, including both online experiences and the documents within them. These requirements are guided by accessibility standards like WCAG, which define how digital information should be structured so that it can be used by people with disabilities.
Documents, forms, and other digital materials are often an extension of a wider digital presence. When accessibility is overlooked in these materials, it can create gaps in access, even when surrounding systems are designed thoughtfully. Accessibility across all content helps create a more consistent and usable experience.
When and Where Accessibility Matters Most
Accessibility matters anywhere information is shared or relied on to complete tasks, make decisions, or access services. When documents are part of these interactions, accessibility impacts whether or not people can engage with information independently and with confidence.
This applies to materials distributed through public-facing channels like websites, portals, email communications, and internal systems. Documents that provide instructions, collect information, communicate outcomes, or support participation are expected to be accessible so they can be used by everyone they’re intended for.
Accessibility expectations are especially high when documents support regulated activities or essential services. Public agencies, educational institutions, and healthcare providers routinely share documents that people depend on for timely and accurate information. Overlooking accessibility in these cases creates barriers that limit participation or delay access.
How to Make a PDF Accessible
There are two ways to make a PDF accessible, manual remediation and technology-assisted remediation. Both methods are capable of producing a similar outcome, but they differ in effort, cost, and scalability.
Manual Remediation
Manual remediation is the process of reviewing documents one at a time, applying individual accessibility fixes by hand. This includes tagging content, correcting the reading order, adding alternative text to images, labeling form fields, and finally, testing documents with assistive technologies. For a small number of documents, this approach works very well, especially when handled by someone with accessibility expertise.
The challenge with doing this manually is the time and consistency required. Each document must be reviewed carefully, changes must be applied correctly, and testing often needs to be repeated. As document volume grows or updates become more frequent, manual remediation can be difficult to manage and expensive.
Technology-Assisted Remediation
Technology-assisted remediation allows anyone with basic computer skills support the accessibility process. PDF remediation software is designed to add the structural updates required for complete accessibility, including identifying issues, applying tags, correcting reading order. By automating this process, you can reduce the amount of time and effort involved in remediating documents by hand, making accessibility more manageable for teams working with large volumes of files or ongoing document updates.
Both approaches have advantages depending on the situation. Manual remediation offers a high level of control and is well suited for a small number of complex or highly customized documents. Technology-assisted solutions are better suited for scale, consistency, and ongoing accessibility needs, especially when documents are updated regularly or produced in larger volumes. Understanding the strengths of each approach helps teams choose a path that aligns with their resources, timelines, and long-term accessibility goals.
How Do You Know If Your Documents Are Accessible?
Accessibility issues aren’t always obvious at a glance. A document can look clean and well-organized, yet still be difficult for some people to use. A few simple checks can help reveal whether accessibility may be an issue.
If text can’t be selected, searched, or copied, the document may be image-based rather than readable by assistive technologies. Navigation is another indicator. Headings that don’t behave like headings or content that feels out of order can signal missing structure.
Forms often surface accessibility gaps quickly. Fields without clear labels or forms that require a mouse to complete can limit independent use. Images and graphics without meaningful descriptions can also leave out important context for people using assistive tools.
These signs don’t mean a document was created incorrectly. In many cases, accessibility simply wasn’t part of the original process. Noticing these indicators helps determine when accessibility improvements may be needed.
Making Accessibility Easier
Accessibility is about making sure information can be reached, understood, and used by the people who need it. With the right approach, accessibility fits naturally into how documents are created rather than feeling like an extra step.
For teams handling larger volumes of files, Accessibility On Demand™ can help take the pressure off. By streamlining the remediation process and reducing manual effort, accessibility is easier to achieve and a lot less expensive.
For more information, check out our PDF remediation software or contact us for more information.