PDFs are everywhere. They're frequently used in the workplace because they make it easy to share documents. Despite their convenience, they're not always the best option. PDFs can be difficult to use for people assistive technology, which creates a major problem considering the format's popularity.
As more jobs involve sharing electronic documents, everyone must understand the limitations of a PDF to make better and more inclusive choices at work in their communities.
The Problem With PDFs?
A PDF file is an image of a document; it might be a printout or a page from a book or magazine. It’s a popular way to share information because it’s easy to create; you can generate a PDF using a scanner or even your phone. But this simplicity is deceptive. What seems easy is a major pitfall in creating an accessible environment.
The PDF is an impediment to accessibility by its very nature. PDFs do not have any interactivity or functionality like websites because they are images of text. This is a significant problem for people who use screen readers and other assistive technology because they cannot interact with a PDF like a normal document. They need help copying and pasting information, making annotations, or filling out information.
PDFs present a significant challenge to information access for someone using assistive technology, such as a screen reader or magnifier. Depending on the type of PDF, screen readers sometimes cannot read the text because it is embedded into images, so the screen reader can’t find it. Similarly, many magnifiers don't support PDFs because they rely on HTML code. So, for example, if someone wants to read an article using their phone's zoom function, but the article is only available as a PDF document, they won't be able to do so unless they convert it into another format first.
PDFs Create Additional Challenges
Many people now have programs that let them read or translate a PDF to text in a relatively short amount of time, so reading a PDF still takes work. Still, it’s easier than it used to be. But this has only closed the accessibility gap a little. PDFs are used for so many other purposes now, which just means people with disabilities are running into more barriers. The best example is the fillable PDF form, often used in document signing and other formal activities. This form type is currently the scourge of the internet for people using screen readers because it just doesn’t work. Someone who uses assistive technology won't be able to use the form because it is very difficult, and often impossible, for people navigating with a keyboard to be able to do any signing or marking on PDFs. This is especially inconvenient because people who create PDFs for organizations frequently forget to add and tag actual form fields to their page when designing it. And if the person who made the PDF did include proper fillable spaces, the labels on these spaces are frequently not matched up correctly. So if there are multiple places to fill in information or sign, the person won’t be able to tell which field is which. So even though they may see all the information required on the screen at once, they won't be able to enter any of it unless they print off the document and handwrite their answers. This is often difficult or impossible for people with visual impairments. They will have to ask for sighted assistance.
Finding Better Options
There are ways to try and make PDFs more accessible. Many programs have an accessibility checker, but even if a file passes this checklist. This means making a PDF accessible takes a great deal of time and knowledge. This is where people must be honest with themselves; will they take the time to go manually through each document to ensure every field and tag are in place? Will they read through each form from top to bottom, adding in the right codes where necessary? Will they type up everything in Microsoft Word so they’re starting with an accessible document type? The answer for most is no. And that’s okay. But if someone can’t consistently commit to a ‘yes’ for each of these tasks, they should find another format to use.
This is especially true if someone works with a government agency. Section 508 of the rehabilitation act states that all documents must be as accessible for people with disabilities as they are for others. Many have decided that simply making a PDF of documents, so there’s an electronic copy available is good enough. But if that PDF isn’t accessible, then the office still violates section 508. It’s easier, then, to start with something accessible in the first place and build an electronic document library from there.
Better Ways To Share Information
If you wish to present information in a customizable and accessible format, there are several options. HTML, Word, Excel, and PowerPoint files are all viable choices. If you must use a PDF, don’t create it with a tool like InDesign or Acrobat Pro. Create the document in an accessible format like Word first, then turn that into your PDF. That will set you up with a more accessible document from the get-go, and then you can add tags manually after you've completed your layout.
The PDF is the perfect example of something we all take for granted that’s problematic. We assume it works for everyone because it’s so stable and won’t mangle document formatting. But it’s important to examine current standards to ensure they serve everyone equally. PDFs are a common format for sharing information, but as useful as they are, they can be a barrier to accessibility, significantly lowering their utility. If you're using PDFs in the workplace, consider finding an alternative solution. You can create accessible files by converting them into HTML or Word documents. You can go through every PDF you release into your company or community to ensure all accessible components have been adequately checked and updated. Pick whichever works best for you and your business, but it’s critical to remember that document accessibility needs to be the top priority.
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