Document Remediation

Two students viewing content on a monitor

What is Document Remediation?

It's the process of fixing a document file that contains accessibility issues.

Remediation should be used as a last resort since it requires specialized training and document testing.
Can it be avoided? Yes, remediation can be avoided by:
- Getting training on best practices for document accessibility.
- Posting more information online instead of sharing via documents.
- Moving more PDF forms to online forms.
- Archiving outdated document files.

Does it Need to Be a Document?

Use the website—not documents—to share new information.

Before sharing new information as a document, consider if a document is truly the best means to share new information.

Can this be added to a webpage?

Sharing information through a webpage makes it easier for users to find. It also helps boost your visibility in search results.

Moving information online can help reduce the need for documents.

Can forms become online forms?

Online forms such as Microsoft Forms or Paperless Forms from OIT offer a more accessible format than dated PDF forms.

Converting to online forms can help reduce the need for PDF forms.

Does this document file need to exist?

Files that are no longer in use for current department services should be either archived, deleted or moved offline.

See the University’s archiving requirements.

By moving more content out of documents and onto webpages, you are helping to keep information more accessible. Still unsure if document remediation is feasible? Use the Decision Guide below for additional guidance.

Decision Guide

Use the table below to decide whether a document should be remediated,
converted to web content, removed from the website or archived.

Document Scenario	Recommended Action
The document is needed to support current department business, programs or services and must remain available online.	Remediate the document and confirm that it meets accessibility requirements.
The information in the document is brief or mainly text-based.	Incorporate the information onto a new or existing webpage.
The document is no longer relevant or needed.	Remove the document from the website or archive it.
The document is a flyer.	Incorporate the information onto a webpage.
The document is a PDF document or PDF form.	Remediate the document or convert it to web content. Forms can be converted to either a Microsoft Form or an OIT Paperless Form.
The document is a scanned PDF or photocopied document.	Remediate or recreate the file. Scanned documents are treated as images and do not contain accessible text or other accessibility features.
My department cannot remediate the file.	Move the information to a webpage or online form.

PDF Remediation

Training is strongly recommended before attempting PDF remediation.

Visit the Video Tutorials webpage if you are looking for training on document accessibility and document remediation. The guidance below can be used to understand what's involved in remediation before you to decide to invest the time.

Please note:

PDF Forms require additional training to make them accessible.

See the Video Tutorials & Courses & Modules webpages for more information.

Feature	Details
Check Box Options Applies to PDF Forms	Items must be properly tagged and identified. Check box must be interactive and allow the user to fill and erase. Learn more about check box options. Critical: Without this feature, users on assistive technologies will not be able to interact with your PDF form.
Data Entry Fields/ Fillable Fields Applies to PDF Forms	If the PDF form collects information and/or requires a text-based response from a user, the document form fields must be tagged. Data entry fields must be tagged and identified. Learn more about data entry fields. Critical: Without this feature, users on assistive technologies will not be able to interact with your PDF form.
Document Tags	All items within the document are properly tagged and identified. All items are properly identified including: headings, images, links, tables, paragraph text, data entry fields, radio controls, drop-down options, etc.
Drop-down Options Applies to PDF Forms	If PDF form includes any drop-down options, these items must be tagged and identified. Critical: Without this feature, users on assistive technologies will not be able to interact with your PDF form.
Electronic Signatures/ Adobe Sign Applies to PDF Forms	If signatures are required, this feature must be properly tagged and identified. Fields must allow user to interact and attach signature(s). Signatures field must route to relevant recipient(s). Learn more on Adobe Signatures. Critical: Without this feature, users on assistive technologies will not be able to interact with your PDF form.
Images	If the images in the PDF document add value to the reader or are critical to describe, provide alt text. Decorative images that add no value or are not critical in describing can be marked as decorative. Keep images in-line to ensure document readability.
Proper Reading Order	This refers to the order in which the information in your document will be read aloud to a user on a screen reader. The reading order sequence must match the order in which the information appears to a visual user.
Radio Buttons Applies to PDF Forms	If the PDF form contains yes/no or choice option or similar, these items must be tagged and identified. Radio buttons are also known as "Form Bubbles," or "Option bubbles". Learn more about PDF Radio Buttons. Critical: Without this feature, users on assistive technologies will not be able to interact with your PDF form.

The use of Artificial Intelligence in document accessibility is a new and evolving space.
AI tools can assist with document accessibility, BUT they do not qualify as substitutions for required trainings and manual evaluation of documents.
AI should also not be used to remediate large numbers of department files with the expectation that results produced are error-free or compliant.

NOTE : Any document processed with an AI tool, is required to be reviewed and evaluated by humans to confirm document accessibility.

Adobe Acrobat’s automatic tagging feature is capable of adding tags to a PDF, however, it's not a magic button that will remediate a document.
Its results are too often not reliable enough to make a document compliant and accessible.
The tags, reading order and document structure must still be manually reviewed, corrected and tested.

Two students are seen working on an assignment

Making Accessible Documents

Design documents in programs that integrate accessibility features.

Microsoft Office 365, Adobe Acrobat and Google Docs can add accessibility features to make documents compliant. To get started, get training and browse the training resources found on this webpage.

What to avoid:

Do not create documents in web-based, graphic design suites like Adobe Express and Canva. These platforms lack critical features to make compliant, accessible documents.

The following accessibility features help make documents easier to read, navigate and understand for people with and without disabilities.

Accessibility Feature	Why It Matters	Best Practices
Alt Text	Alt text communicates the purpose and meaning of an image to people who cannot see it.	Provide concise and meaningful descriptions for informative images. Mark images as decorative when they do not add meaningful information. Review the W3C guidance for decorative images.
Bulleted and Numbered Lists	Built-in list formatting communicates the number of items and the relationship between them.	Use a bulleted list when the order of items does not matter. Use a numbered list when the order or sequence matters. Use the program’s built-in list tools instead of manually typing bullets or numbers.
Color and Contrast	Sufficient contrast makes document content easier to read. Information conveyed through color alone may be missed by people with color-vision disabilities.	Use dark text on a light background whenever possible. Avoid changing the document background to a color that reduces readability. Do not use color as the only way to communicate meaning or importance. Use words, labels or symbols in addition to color.
Descriptive Hyperlinks	Descriptive link text helps users understand where a link leads without needing surrounding context.	Avoid generic wording such as “click here,” “read more” or “learn more.” Describe the link’s destination or purpose. Avoid displaying long webpage addresses when descriptive text can be linked instead.
Document Title and File Name	Matching document titles and file names help screen reader users confirm that they opened the correct document.	Use a clear and descriptive file name. Set the document title in the file properties. Avoid terms such as “Draft,” “Final Version” or “Updated” when they may cause confusion. Watch how to set a document title in Adobe Acrobat. Watch how to set a document title in Microsoft Word.
Headings	Headings create an outline and allow users to navigate quickly between sections of a document.	Use built-in heading styles. Follow a logical heading hierarchy. Do not skip heading levels based only on visual appearance.
Legible Fonts	Clear and familiar fonts make document content easier to read.	Use legible fonts at an appropriate size. Sans-serif options include Arial, Calibri and Aptos. Avoid decorative or highly stylized fonts for body text.
Paragraph Spacing	Blank paragraphs may be announced by screen readers and can interrupt the reading experience.	Do not repeatedly press the Enter key to create visual space. Use the paragraph spacing settings available in the document program. Use consistent spacing throughout the document.
Table Headers	First-row headers identify the purpose of each column and help users understand the relationship between table cells.	Designate the first row as the table header row. Use clear and descriptive column headings. Keep tables simple and avoid merged or split cells whenever possible.