Creating, Verifying, and Accessing Digital Content that is ADA and Section 508 Compliant

Content Creation Basics

The following considerations are the most important to keep in mind when creating content designed to be accessible by individuals with disabilities:

Always caption or use Alt Text on images for individuals using screen readers
- See the Alt Text Page on the WebAIM Site for further information
When creating/presenting video content, always verbally describe or read what is being presented visually on the screen.
- It need not be a lengthy explanation, just enough to provide context to anyone who can't see the screen.
Use Headings and lists in written content/resources.
- Use styles from the ribbon/menu area, don't simply change type size or font.
Use clean fonts such as Ariel or Verdana and good contrasting colors such as black on white.
- Avoid using combinations such as navy blue on black or yellow on white.
Label links appropriately
- Good example: ”Click here for more information about Martin Luther King Jr”
- Avoid links that say “Click Here” or "More Information"
Add captions to any video content.
- Google Support: Closed Captions can be added to any YouTube content

Content Creation Resources from WCBVI

Document Accessibility Resource Modules from Section508.gov

PDF Creation and Remediation Resources

Content Accessibility Resources from Around the Web

the following sites, videos, and pages contain a variety of resources on accessibility and inclusive design. They do not fit into one category.

Resources for Image Description

Checklists and Workflows for Accessibility

YouTube and Other Video Content Resources

APH Hive Courses on Creating Accessible Documents

Note: These courses are free of charge, but require an APH Hive account. To get a Hive account, go to: https://aphhive.org and sign up. Once you have an account, go to Course Catalog, then click “All Courses”. From the “search by subject tag” dropdown menu, choose “Accessibility” and courses will load. Alternatively, enter the course title in the search field. The links below are included for your convenience but please know they may not work unless you are logged into your APH account.

Resources on Accessibility Standards and Legal Obligations

Resources for Creating Accessible PDFs

General Tips for Manual PDF Checking

Starting from an accessible Word document is only the first step towards creating an accessible PDF. The resulting PDF document will need to be tested and likely undergo further remediation before it can be deemed “fully accessible”.
Remember, WCAG standards apply to documents, not just static HTML or web content. Similar methods are used to check both.
Utilize more than one screen reader to manually check a document or website.

Guides, Tools, and Resources on Checking PDF Accessibility

Note: It is extremely important not to rely solely on automated accessibility checks. Manual checking of documents is an essential part of the process. Many documents that pass automated checks will fail manual checks by a screen reader.

Adobe: Acrobat Accessibility Series

In this six-part on-demand webinar series, go from the basics of Accessibility to a deep-dive of tagging your PDF files. Each session includes practice files to follow along

Adobe: Acrobat Accessibility Series

Note that this link will take the user to the document accessibility section of the Adobe User Guide

PAC Accessibility Checker

Download the PAC Accessibility Checker from the website linked above. Resources on how to use the tool can also be found on this website

Manual Checking Using JAWS

JAWS can be downloaded and used in “40 minute mode” (a restart is required after 40 minutes to continue to use JAWS after that time limit). I have a license and though I could use the option below, most users of screen readers here utilize JAWS and it is as much habit and knowledge as anything else. I can and do sometimes use NVDA if I am not sure whether it is the screen reader itself that is the problem or if the document is the root of the problem.

JAWS Download Page (download a demo of JAWS that will run in 40 minute mode

Manual Checking Using NVDA

NVDA, Nonvisual Desktop Access, is a free screen reader that is on the approved software list from DPI. There are lots of resources on how to use that software to manually check documents. I’m including some below.

This article has a LOT of good resources on how screen readers work and many of the same techniques that apply to web accessibility also apply to documents.

Accessibility Testing and Remediation Services

A variety of companies provide accessibility testing and remediation services to ensure that agencies are completely compliant with the ADA and Section 508. Below are only a few examples of agencies providing these services. Please note that there are many more options so an internet search is recommended for additional options and results.

Accessing PDFs Using Assistive Technology (From the End-User Perspective)

General Recommendations Regarding PDFs

Accessing PDFs, whether accessible PDFs or inaccessible documents, can be challenging. Below are some general recommendations for anyone using assistive technology to access a PDF:

For best results, download the PDF and open in a PDF reader such as Adobe. Microsoft Edge is also a good option, as is Chrome.
If using a dedicated PDF reader (such as Adobe or Foxit) configure it for use with assistive technology. Check their user guide for instructions on how to do this. If this information is not available in the user guide, it is likely that PDF reader will not be fully accessible.
Accessible PDFs are only as good as the reader being used to access them. If the reader itself is not built to work with a screen reader, the user will not be able to read the file regardless of whether the document meets accessibility guidelines.
If the PDF is not readable in one PDF reader, try another one if possible. At times, some PDF readers work better than others under different circumstances. Using Microsoft Edge or Chrome will work, but at times having to navigate the menu area can be a frustration.
When using a browser to open PDFs, consider using one that is not the browser being used for the majority of tasks. For example, if Safari is the browser used for most internet access, consider using Chrome or another browser to read the document.

Resources on General PDF Access

Resources from Adobe

Using Features of Assistive Technology to Access Inaccessible Documents

There are many ways to use OCR in JAWS, NVDA, and VoiceOver to read a document that either has not been correctly tagged or falls short of meeting document accessibility standards. However, this does NOT mean that entities, agencies, or businesses should not create their PDFs to be fully accessible and compliant. They are still legally and ethically responsible to do so. For more information on this topic, please the section on this page titled Resources on Accessibility Standards and Legal Obligations

Accessing Inaccessible Documents with JAWS

Using Windows OCR and NVDA

NVDA leverages the built-in OCR capabilities of Windows to assist with processing image-based content. Please see the links below to learn more. In addition, there are some add-ons available in the NVDA Add-On Store that bring OCR functionality into NVDA, however compatibility with the current version varies. Users are encouraged to visit the store site (linked below). Please note that it is recommended to only download and install stable add-ons from NVDA as these have been tested and are securely stored.

Use VoiceOver OCR Text Recognition

Apple Support: Use VoiceOver Text Recognition on iPad and iPhone