How PDF Remediation Services Can Improve Your Document Management

Posted by Andrewleo on June 28th, 2023

The process of restructuring or modifying an existing PDF document to make it accessible to people with disabilities is known as PDF remediation. Changes to the content, structure, and layout of the document are made to make sure it can be easily accessed and understood by individuals with cognitive disabilities, visual impairments, or any accessibility needs.  

The objective of PDF remediation is to bring documents into compliance with accessibility guidelines and standards, such as the Web Content Accessibility Guidelines (WCAG) or the PDF/UA (Universal Accessibility) standard. This process generally involves the following steps:

Structural Changes

The structure of the document is modified to guarantee a logical reading order. To facilitate comprehension and navigation, tables, lists, headings, and other elements are appropriately tagged or marked. A clear hierarchy is built by dividing the document into sections and nesting them appropriately. 

Document Evaluation

The PDF is evaluated to identify any accessibility issues and understand the level of remediation needed. The structure of the document, navigational elements, text alternatives for non-text elements (charts, images, etc.), and reading order is examined. 

Text Formatting

To ensure proper formatting, the text in the PDF is reviewed and adjusted. This can include guaranteeing consistent use of sizes, font styles, spacing, and colors. Avoid using formatting alone for conveying your meaning as people with visual impairments might not be able to understand the visual cues.

Navigation and Hyperlinks

Common navigation elements such as table of contents and bookmarks are updated or added to ensure ease of navigation throughout the document. Links contained in the document are examined to make sure they are meaningful and descriptive when read out of context. 

Alternative Text 

Alt-text descriptions use graphs, images, and other non-text elements to convey their content to people using assistive technologies or screen readers. Alt text needs to be descriptive, and concise, and deliver the important information of the visual element. 

Testing and Validation 

To verify the accessibility of the remediated PDF, it is tested with the help of assistive technologies. Also, it is validated against the applicable standards to guarantee compliance. 

PDF remediation requires the use of specialized tools or expertise in the techniques of accessibility. Organizations generally use  PDF remediation services to get access to professionals that have experience in PDF accessibility and make sure that the process of remediation is carried out in an efficient manner. 

Significance of Accessible PDFs

Accessible PDFs play an important role in ensuring equal access to information for individuals with disabilities. 

Here are some reasons that highlight the importance of accessible PDFs:

Inclusivity

Accessible PDFs help people with learning disabilities, visual impairments, or other disabilities to access and understand information independently. With the help of alternative formats, such as compatibility with screen readers or text-to-speech capabilities, individuals with disabilities can navigate and comprehend the content effectively.

Equal Opportunities

Accessible PDFs make way for equal opportunities for employment, education, and participation in society. Documents containing accessible educational materials, government forms, job applications, and other documents help individuals with disabilities to fully engage in multiple aspects of life, promoting inclusivity and equal access to opportunities.

Better User Experience 

Accessible PDFs created with the help of PDF remediation services are beneficial for all users and not only for those with disabilities. For example, descriptive alt text for images, logical reading order, and effective structuring of content improves the usability of PDF docs for everyone. PDFs that are well-designed provide a better user experience, resulting in more understanding and engagement of the information provided. 

Corporate Social Responsibility

Organizations that focus on accessibility depict their commitment to corporate social responsibility. By creating PDFs that are accessible, organizations readily contribute to a more inclusive society that empowers people with disabilities and fosters a culture of accessibility within the communities. 

Legal Compliance

To safeguard the rights of people with disabilities, many nations have put laws and accessibility guidelines into place. For instance, the Web Content Accessibility Guidelines (WCAG) and the Americans with Disabilities Act (ADA) in the United States both offer recommendations for producing accessible digital content, including PDFs. Adhering to these standards ensures legal compliance and assists organizations in avoiding potential legal problems.

SEO Advantages 

Accessible PDFs can help organizations with their search engine optimization (SEO). Search engines can accurately index the content of PDFs that are properly structured and include pertinent metadata. This improves discoverability and makes sure that people looking for specific information can easily find it, which is advantageous to both individuals and organizations.

Conclusion 

Accessible PDFs are essential for supporting inclusivity, adhering to legal obligations, ensuring equal opportunities, enhancing user experience, boosting SEO, and upholding corporate social responsibility. Businesses that invest in accessibility benefit themselves and people with disabilities.

While selecting a PDF remediation service for your organization, it's crucial to take into account a number of factors. You need to go for a service provider with knowledge of  PDF accessibility and remediation. Take into account the range of industries and document types they have experience with. You will have better success finding a provider who can meet your unique requirements if they have a track record of producing high-quality accessible PDFs. 

You should ask the service provider about the quality assurance measures they have in place. They ought to review and validate the accessibility of remedied PDFs using a methodical process to make sure that accessibility guidelines are being followed. Lastly, think about the PDF remediation service's turnaround time. You might need a quick turnaround for important documents or projects, depending on your needs. Ascertain that the service provider can meet your deadlines without sacrificing the quality of the remediated PDFs.