Edit Your Source Document if Possible
The easiest and most cost-effective way to manage document accessibility is to start with properly formatted source documents, such as Word, Google Docs, Excel, or Google Sheets, before saving them as PDF.
Whenever possible, staff should create documents using:
- Proper headings
- Clear document titles
- Accessible tables
- Descriptive link text
- Alternative text for meaningful images
- Correct reading order
- Save as PDF settings
This approach is especially important for common public documents such as agendas, minutes, forms, notices, policies, ordinances, fee schedules, and applications.
PDF Editor Software to Edit PDFs
If you cannot edit a Word document you should consider the purchase of a pdf editing software like Adobe Acrobat Pro for Foxit and allocate time for self-training on how to remediate a pdf.
Another option is to hire a 3rd party service to remediate your documents. Below is an example of companies that will edit pdfs and their fees. Please note, we have not vetted any of these companies.
Set Up Historical Archive Folders for Non-Accessible Documents Created Before 4/26/2028
If a PDF fails the ADA checker before 4/26/2028 a website editor can place certain documents* into an archive folder and add an explanation of its status on the website. We recommend that you add a short sentence above the archive folder on your pages displaying archive folders. “Some older archived documents may not be fully accessible. Read accessibility policy.” Link the Read accessibility policy statement to your ADA Guidelines page with a paragraph like the below.
Archived Documents
This website may include archived documents retained for reference, research, or recordkeeping. Documents created or posted after April 26, 2028 are intended to meet current accessibility requirements. Some older documents created before April 26, 2028 may not fully meet current accessibility standards.
To request assistance or an accessible version of an archived document, please use the form below or contact our office. Please identify the document you need and the format that would work best for you.
You might be tempted to delete all non-accessible documents. We highly recommend that you do not react with a mass delete of older documents. We can show you how to create a folder in the backend that is not public where you can house these documents as we wait for further DOJ direction regarding their ruling 28 CFR Part 35.
*Documents that must be ADA accessible after the DOJ mandate include any document that is needed to understand current services such as forms, applications, ordinances, flyers explaining a current service etc. regardless of when they were created.