PDFs and Documents

A PDF should rarely be used and never to display content that users will read online. A PDF is intended for printing and scaled for paper sizes, not mobile screens and web browsers. If you want a user to read the information in the PDF, then more often than not, it should be converted to an accessible webpage.

Other types of documents including, but not limited to, Microsoft Word, Excel and Powerpoint, will only be posted on a rare, case-by-case basis, pending a strong case is presented to Web Services as to why a PDF is not an acceptable format. Not all users have access to Microsoft software to open such documents; however, PDF readers can be downloaded for free. Accessibility is limited and can violate 508 compliance when users can't open a document because of software constraints. 

As a reminder, as a local government that receives federal funding, it is required that our PDFs meet ADA 508 and WCAG 2.1 compliance. Web Services is also aware that sometimes documents need to be posted for transparency of government, and we find that many of those fall into the acceptable PDF formats. If there is ever a question about appropriateness, feel free to contact Web Services directly. 

Web Services reserves the right to review all PDFs, to refuse inadequate files and to make the final decision for the best way to include the information on the website.

Examples of acceptable PDFs:

  • Report or manual
  • Fillable form1
  • Formal signed document, such as a bill or amendment
  • Meeting agendas and minutes

Examples of unacceptable PDFs:

  • Brochures
  • Flyers
  • Newsletters
  • Charts and spreadsheets
  • PowerPoint presentations
  • Marketing "One Sheets"

POSTING ACCEPTABLE PDFS

Once you've determined that your PDF is acceptable for online reading, the document must be prepared to be posted. All agencies are required to prepare their PDFs for online viewing, including accessibility.

Web Coordinators may designate anyone within their agency to make PDFs accessible. These individuals do not have to be Content Contributors. Web Services recommends training at least two individuals that both actively work on PDF accessibility. Not only does this help individuals stay current on accessibility updates, it also provides a back-up when needed.

Web Services will allow PDF upload capabilities for up to two individuals per agency in Drupal. These individuals may be the same ones making the PDFs accessible or it may be an existing Content Contributor; however, this person is responsible for ensuring that the PDF being uploaded is accessible and appropriate for online viewing. PDFs should never open in a new window or tab. 

SOFTWARE FOR ACCESSIBILITY

If the assigned individual does not have Adobe Pro DC already installed on their work station, or the latest version to match the training and references below, OIT will assist the agency with purchasing and installing the necessary software for making PDFs accessible.

ACCESSIBILITY TRAINING AND REFERENCES

The PDF Accessibility Guide works best when downloaded, printed and used as a companion while going through the recorded training above. It is also helpful when kept on hand for reference while learning the PDF accessibility process. This guide shows you how to create accessible PDFs using the Windows version of Adobe Acrobat Pro DC.

The Word Accessibility Guide shows you how to tag a Microsoft Word 2013 document prior to saving it as a PDF to help expedite the accessibility process. It is also helpful when kept on-hand for reference.

The recorded training video below serves as on-demand training of the entire PDF accessibility process using Adobe Acrobat Pro DC. After viewing the on-demand video and documentation, Web Services offers group Webex training for agencies to review how to make documents accessible, if needed. Web Coordinators may contact webrequest@baltimorecountymd.gov to request additional training.

SPOT CHECK POLICY

Web Services will regularly spot check 10 to 20 random PDFs each month for accessibility and online appropriateness. If the PDF does not meet accessibility standards, it will be taken down and the agency will be asked to update it correctly before it will be reposted. 

If the PDF is not appropriate for online viewing, e.g. a print flyer, it will be taken down and the agency will be notified. If the content is necessary, it can be reviewed to be included potentially as a webpage with Web Services’ discretion. 

If Web Services notices through monthly checks that PDFs are consistently being uploaded and posted without meeting accessibility standards, then agencies will be required to attend a refresher training. If the agency fails to attend the refresher training, then Web Services will remove the agency rights to upload PDFs and continue to remove posted inaccessible PDFs. 

If an agency loses their rights to upload PDFs, then PDFs will not be posted to their webpages. 

WORKING WITH BUSINESS PARTNERS TO PROVIDE ACCESSIBLE PDFS

In many cases, we work with vendors who provide documentation as a deliverable at the conclusion of their contracted work with us. If you know ahead of time that the documents will be published for the public to view, it can help Baltimore County save resources if you include in your purchase requisitions and statements of work (SOW) the need for accessible deliverables. It takes roughly seven hours to make a 230-page document accessible for posting on the County website. Many times it's easier and more cost-effective to have the vendor complete this work. You can read more about working with business partners on the section508.gov website.

MAINTENANCE

Coordinators and Contributors must complete an annual PDF inventory to confirm their uploaded PDFs are up-to-date and actively linked. PDFs that are not actively linked will be removed.

PDFs with below average user-engagement will be removed from the website unless legally-mandated to remain posted.

CITATIONS

  1. Agencies are responsible for updating their PDFs and other documents, including making them fillable. Adobe Acrobat DC is required to make documents fillable and Web Services will provide training, if needed. If possible, an online form may be an option. Contact Web Services to discuss what options are available.