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PDF Policy

At Kent State, our goal is to ensure the content on our websites is accessible, user-friendly, and easily discoverable.

Posting PDFs online can create barriers for users, limit search engine visibility, and make content harder to maintain. As a result, we encourage content owners to convert PDFs into web pages whenever possible. This approach supports better accessibility and enhances the user experience. However, we recognize that some situations may require the use of PDFs. 

Why We Encourage Web Pages Over PDFs

  • Accessibility: Web pages are easier to navigate for users with disabilities, ensuring compliance with accessibility standards.
  • Mobile Friendliness: PDFs can be difficult to view and interact with on mobile devices.
  • SEO: Web pages are more likely to be indexed and ranked by search engines, improving visibility.
  • Maintenance: Web content is easier to update and ensures users always have access to the most current information.

Below, you’ll find the guidelines for when PDFs are appropriate and how to ensure PDFs meet accessibility standards.

When PDFs May Be Approved

While web pages are preferred, PDFs may be posted if they meet one or more of the following criteria:

  • Compliance with Federal or State Requirements: Mandated by law or regulation (e.g., IRS forms, federal reports).
  • Official Legal Documents: Such as contracts, policies, or forms requiring signatures.
  • Archival Documents: Historical or reference documents where the original format needs to be preserved.
  • User-Facing Documents That Must Be Printed: Forms or materials designed specifically for download and printing.
How to Make PDFs Accessible Using Adobe Acrobat
  1. Run the Accessibility Checker:
    1. Open your PDF in Adobe Acrobat.
    2. Go to Tools > Accessibility > Full Check.
    3. Review the report for errors and follow recommended fixes.
  2. Add Tags to the PDF:
    1. Open the Tags Panel by clicking View > Show/Hide > Navigation Panels > Tags.
    2. If your PDF is untagged, click Options (three-line menu in the Tags panel) > Add Tags to Document.
  3. Ensure Proper Reading Order:
    1. Go to Tools > Order.
    2. Make sure the content follows a logical reading sequence. You can drag and reorder elements as needed.
  4.  Provide Alt Text for Images:
    1. Right-click on any image or non-text element and select Properties.
    2. In the Tags tab, add descriptive alt text.
  5. Check Color Contrast:
    1.  Ensure that text and background colors meet accessibility standards.
    2. Use Adobe’s accessibility tools or external contrast checkers to verify compliance.
  6. Make Text Searchable (if scanned):
    1. Go to Tools > Scan & OCR.
    2. Choose Recognize Text to convert scanned images into readable text.
  7. Test the PDF with a Screen Reader:
    1. Use a screen reader (e.g., NVDA or JAWS) to ensure that content is accessible and navigable.

Still Have Questions?

If you need assistance turning a PDF into a web page, our team will work with you to convert your document into a web-friendly format. We also provide training and support to help you create web pages that are easy to manage and accessible to all users.

  Register for Training

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