PDF and document accessibility

In general, we recommend avoiding PDFs to share your content on the web. Why?

• Accessibility: PDFs are less likely than webpages to meet accessibility standards and often pose barriers for users who rely on assistive technologies. 
• Poor user experience: Even a properly tagged and structured PDF can be frustrating to view and navigate on smaller mobile devices, where zooming in and out to view unresponsive content will be difficult. 
• File size and download time: PDF documents are often large in file size, leading to slow, inefficient download times. 
• Relevance of content: PDF content may come across as out-of-date, and users may question whether the information is accurate and has been regularly maintained. 
• Complicated to update: It's simpler and more efficient to update a web page than a PDF.
• Search engine indexing: PDFs may affect search engine results, directing users to an older PDF file instead of the more user-friendly HTML webpage, which offers better navigation and accessibility.

• Users can easily search for the information they are looking for.
• Webpages keep users within the website's navigation.
• HTML content is optimized for mobile viewing across various devices.
• Compared to PDF files, HTML is easier to make accessible as it is designed to be flexible and compatible with various assistive technologies.
• HTML can be viewed in any browser, versus a PDF which may require access to paid software.
• HTML pages are easier to update than PDFs.

To decide if a PDF should be converted to HTML, consider these questions:

Assess user needs

• How will users access and view the information? On a desktop computer or mobile device like a smartphone or tablet? If mobile, use HTML.
• Is the same content already available on an existing webpage? If yes, adding a PDF is not recommended. Update the webpage if necessary. 

Accessibility

• Is the file accessible in its current state? If yes, it could be used.
• Is the source file available? If not, convert the PDF to HTML so it can be updated as needed.
• Will it need to undergo a remediation process to ensure it complies with accessibility standards? If yes, convert to HTML.

Required for downloading/printing

• Is the PDF meant to be printed? If yes, it could be used.
• Will the content be primarily viewed online? If yes, convert to HTML.

Minimize PDF use

PDF documents that will primarily be accessed and read online should be converted into HTML webpages. This will improve navigation and readability while eliminating barriers for users of assistive technology. 

Assess

Before fixing accessibility issues in an existing PDF, assess if it should remain a PDF or be converted to a webpage.  

Source file preparation

Whenever possible, prepare for accessibility at the start of the content creation process by using built-in accessibility tools to ensure source files (Microsoft Word, Excel and PowerPoint) follow accessibility guidelines. This will reduce inefficiencies and the need to fix accessibility issues later on.  

Avoid duplicate content

Remove PDFs that contain the same content as an existing webpage unless they serve a different purpose, i.e. are necessary for printing. 

Create summary webpages

When a PDF is determined necessary, for example, when sharing a lengthy legal document online, create an accompanying summary webpage. This webpage will provide an overview of the PDF's content and help users decide if downloading the PDF is useful.

Annual review of PDFs online

Consider conducting a regular audit and clean-up of existing online PDFs to evaluate their accessibility and relevance. This will help determine whether they should be converted into HTML. 

While the use of PDFs online should be minimized as a general rule, there are times when it makes sense to share a PDF online.  

Printing

When the document is intended for print, such as a form.  

Essential/supporting documents

A PDF may be appropriate if it is a supporting or legal document that must be shared online—for example, university codes of conduct, policies, and standards and procedures or safety documentation.  

These documents are often lengthy and contain important legal information, making them less suitable as webpages.