Creating Accessible PDFs (Portable Document Format files)

When creating PDF documents for publication, it is essential to make the documents accessible to disabled users. The University has a legal responsibility to support disabled users under the Disability Discrimination Act (DDA) and the Special Educational Needs & Disability Act (SENDA).

Making PDF documents accessible means disabled users such as visually impaired and blind users can access the information. The Adobe PDF document standard is not an inaccessible file format, the contents can be made inaccessible during the production process.

In the first instance ask your self do you need to create a PDF file? You could leave the content in an original file format eg Microsoft Word file (Doc), PowerPoint file (PPT), text file (.txt). This could save you time and money. In the majority of cases disabled users will be able to access content more efficiently in a native file format than in a PDF file.

If you require more help please read the FAQs first, and then contact the Service Desk.

Is creating a standard PDF as easy as creating an accessible PDF?

In general no, creating an accessible PDF is not a one click solution, unlike creating a standard PDF, some preparation in most circumstances will be required.

Do you need to create a PDF file ?

You could leave the information in an original format, ie Microsoft Word file (Doc), PowerPoint file (PPT), text file (.txt) In the majority of cases disabled users will be able to access content more efficiently in a native file format than in a PDF file.

The printers/publisher require A PDF do I have to make that accessible?

Creating a standard PDF document for printing is the most sensible option.

I am unable to create an accessible PDF file?

Please read the FAQ titled do I need to create a PDF. If you really need a PDF document you should make it in an accessible format. If in the short term you are unable to make an accessible PDF. Please make a statement that the PDF document can be provided in an alternative format on request, state where and how to obtain a copy.

I am using PDF file format to stop the content being copied or Re distributed?

Unless specified in the PDF creation process, text and images can be copied/printed/saved. If you wish to restrict copying, saving and printing of content PDF is a sensible solution. With Adobe Acrobat Creator Professional 6 and above you can restrict distribution activities whilst making it accessible to disabled users. In this scenario it is important to make the PDF document accessible. If in the short term you are unable to do this, please make a statement that the information can be provided in alternative format on request and give contact details.