PDFs and other digital documents should be easy to read, easy to navigate, and usable with assistive technology.
That includes documents shared on websites, in email, in courses, and through campus systems. Remediating PDFs is not only a compliance step; it is part of creating a more usable and inclusive experience for everyone.
Start with the source file
Many accessibility problems in PDFs begin in the source document. A file that starts with proper headings, lists, table structure, meaningful link text, alt text, and good reading order is much easier to convert into an accessible PDF. Before remediating a PDF directly, ask whether fixing or recreating the source file is the better path.
Fix the source document first when:
- you have the original Word, PowerPoint, Excel, or file
- the document will be updated again
- multiple file formats are needed
- the PDF has many structural issues
Fix the PDF directly when:
- the source file is unavailable
- the PDF is final and will not change often
- only minor tagging or reading-order fixes are needed
Remediating PDFs with Adobe Acrobat Pro
Adobe Acrobat Pro is available free to all UCLA faculty and staff through Creative Cloud. It includes an Accessibility Checker that identifies issues and an integrated remediation workflow for fixing tag structure, reading order, alt text, form field labels, and other common barriers.
Get Adobe Acrobat Pro through Creative Cloud (UCLA OnTheHub) PDF Accessibility Guide (DCP)
Creative Cloud availability is subject to change; check OnTheHub for current licensing.
PDF Remediation Guide
Use these three tables together: first identify the problem, then determine the fix by document type, and if remediation isn't the right answer, convert to a more accessible format.
Step 1: Scan & Review — Find the Problem
| Issue | What to Do | Example | Tools |
|---|---|---|---|
| Missing tags, title, or language | Run accessibility checker and review document properties | PDF has no title and shows "untagged" | Adobe Acrobat Pro (Accessibility Checker), Microsoft Word Accessibility Checker |
| Scanned image; no real text | Run OCR or recreate from source | Scanned syllabus cannot be read by screen reader | Adobe Acrobat Pro (OCR), ABBYY FineReader |
Step 2: Remediate by Document Type
| Document Type | Common Issue | Best Next Step |
|---|---|---|
| Scanned PDF | Image-only text | Locate source or run OCR, then review carefully |
| Word to PDF | Missing headings or tags | Fix in Word and re-export |
| Presentation to PDF | Poor reading order, missing alt text | Fix in PowerPoint and re-export |
| Spreadsheet to PDF | Complex tables, unclear structure | Consider sharing accessible Excel instead |
| Archived PDF | Old file, low use, hard to remediate | Evaluate whether HTML or another accessible format is better |
| Form PDF | Unlabeled fields, keyboard issues | Remediate in Acrobat Pro or recreate in accessible web form |
Step 3: Convert to Another Format
Sometimes the best solution is not to keep the content as a PDF. Consider converting when the content changes often, users need to read it on mobile devices, the document is heavily text-based, the layout is too complex to remediate, or the source file is available and can be shared accessibly.
| Convert To | When to Use | Example | Tools |
|---|---|---|---|
| HTML | Content is text-heavy or frequently updated | Policy document better as a webpage | CMS tools (Drupal, WordPress), HTML editors |
| Word | Users need an editable format | Form or template that needs reuse | Microsoft Word |
| Excel | Content is primarily data tables | Financial or data-heavy tables | Microsoft Excel |
When PDF is still the right format
PDF may still be appropriate when:
- Preserving print layout matters
- A signed or official document must remain fixed
- The document is intended for download or recordkeeping
- The PDF can be fully remediated and maintained accessibly
Prioritizing your backlog
Not every document needs to be remediated immediately. Focus your efforts where the impact is highest.
Prioritize first
- Documents people are actively required to use to access UCLA services, programs, or activities, regardless of when they were posted
- High-traffic documents on public-facing websites
- Forms that people need to complete
- Policies, handbooks, and guides in active use
Lower priority
- Documents posted before April 24, 2026 that are no longer in active use
- Truly archived content preserved for historical reference only
If a pre-April 24 document is no longer needed, consider whether it should simply be removed rather than remediated.
Large backlogs: vendor remediation
If your department has a large volume of PDFs that exceeds what your team can handle with Acrobat Pro alone, vendor remediation services are available. DCP maintains a list of vetted vendors who can handle complex remediation work.
Course documents in Bruin Learn
If your documents live in Bruin Learn, UDOIT, a Canvas-integrated accessibility tool currently being procured for campus, will help instructors identify and fix accessibility issues across entire courses, including uploaded files. More information will be available once the tool is live.
In the meantime, Ally in Bruin Learn provides per-file accessibility scores and guidance for common document types.
Training
DCP offers free workshops on document accessibility and PDF remediation, open to all UCLA faculty and staff.
