Best Practice

For many years, PDF files have been a convenient way to deliver information and documents online, but they remain challenging to make accessible. Although you can create PDF files using several programs, most creators do not use them properly, hence the vast majority of PDF files available online are not accessible.

To keep your information and content available to the widest range of users, you should consider not using them at all. Consider:

• For presentations – post an accessible PowerPoint
• If a report or paper – post an accessible Word doc
• Posting in HTML format (i.e. a web page)
• Most importantly – PDF files should not be used as the sole source of information on your website.

If a PDF file is to be used, it must be accessible for AODA compliance allowing individuals with disabilities to perceive, understand, navigate, and interact with the content. If used, consider:

• When scanning reading or textbook material, scan the material in with an OCR (optical character recognition) scanner.
• If  the PDF is very graphical in nature, e.g. a poster, invitation, or infographic, ensure that the information is also available outside the poster, invitation etc. For example, on a web page.

Unsure where to begin? Please follow along this tutorial as we take you through all steps to consider when publishing an accessible PDF.