PDF Decision Tree
- Is the PDF still currently in use?
Yes: Continue to question 2.
No: Consider removing this PDF.
- Is the document content updated/changed regularly?
Yes: Don’t use a PDF. Once you edit a remediated PDF, the accessibility formatting may be compromised. This means the PDF must be manually re-checked and fixed each time edits are made, which makes accessible PDFs inefficient for documents with non-static content.
No: Continue to question 3.
- Was the original file created in Microsoft Office or Google Workspace?
Yes: Continue to question 4.
No: Go to question 5.
- Can the file be shared as a link instead of a PDF?
Yes: Share the link to the online document instead of using a PDF.
No: Continue to question 5.
- Is this a text-based document that can live on a website?
Yes: Transfer the content over to a new webpage (or a Canvas page). This can be easier for updating and sharing content with a stable link.
No: Continue to question 6.
- Is this content available from the Libraries (even if you didn’t originally procure it from there)?
Yes: Use a persistent link to the library resource and consult the library for further help.
No: Continue to question 7.
- Is this content from a third-party resource or textbook?
Yes: Contact the publisher for an accessible ePUB or eBook version. You can also check online for an ePUB.
No: Continue to question 8.
- Is this a scanned document?
Yes: Consider exporting to Microsoft Word (via Adobe Acrobat) as a .docx file. If the file content doesn’t transfer over well, or you have competing concerns (copyright, low-cost availability of materials to students, single-source historical artifacts, etc.) please consult with the Disability Equity Office for help.
No: Continue to question 9.
- Is this PDF a form?
Yes: Continue to question 10.
No: Go to question 11.
- Did you or someone internally within PSU create this form?
Yes: Turn it into an online form (e.g., Google Forms, Qualtrics, or other PSU-approved form).
Note: Google Forms is useful for quick and easy event or attendance forms, but does not guarantee data privacy. Qualtrics offers secure data collection and is better suited for research surveys or longer forms with extensive options.
No: If this is an external PDF that is owned by the federal/state government (i.e. HR employment files, tax files, legal documents) — keep the PDF as is. You may need to provide an accommodation if these required forms are not accessible to an individual.
- Is this file being used as an infographic or flyer?
Yes: Continue to question 12.
No: Go to question 14.
- Is it being shared in an email or comms message?
Yes: PDFs should not be distributed as an attachment. All text should be in the body of the email. However, if the information absolutely must be external to the email, then you should link to an accessible version of the file in SharePoint, or to a web page.
No: Continue to question 13.
- Was it created in Adobe InDesign or Canva?
Yes: Utilizing accessibility features within Adobe InDesign can help mitigate the workload of remediating a finished PDF in Acrobat. Canva has some accessibility features, including PDF auto-tagging, but they are not PDF/UA or WCAG compliant and will still require manual remediation in Adobe Acrobat.
No: Continue to question 14.
- Will this document only be provided in a physical, printed format?
Yes: If providing a PDF for printing purposes, make sure all of the information is also available in an alternative accessible format (webpage, Word Document, email, etc.).
No: Remediate the PDF for accessibility via Adobe Acrobat or an external vendor.
Source: University of Michigan Digital Accessibility
