PDF and document downloads are accessible (proper tagging, logical reading order) or alternative accessible version provided

PDF documents that are scanned images, untagged, or exported without accessibility settings are effectively invisible to screen readers—the document exists as a visual artifact with no machine-readable structure. Screen reader users cannot extract headings, read table data, or complete embedded forms. Section 508 2018 Refresh 504.2 requires electronic documents to conform to file-format-specific accessibility standards (PDF/UA, WCAG 2.2 SC 1.3.1). Annual reports, grant applications, policy documents, and compliance filings distributed as inaccessible PDFs shut out blind users from legally required public information.

For critical documents that must remain PDFs, remediate using Adobe Acrobat Pro's Accessibility Checker: add document tags, set reading order, define language, and ensure all form fields have accessible names. Export with File > Save As > Accessible PDF.

For documents where PDF accessibility remediation is impractical, provide an accessible HTML alternative:

// In your resources or downloads component
<li>
  <a href="/files/annual-report-2024.pdf">
    Annual Report 2024 (PDF, 4.1 MB)
  </a>
  {' — '}
  <a href="/reports/annual-2024">
    View accessible HTML version
  </a>
</li>

All download links must identify file type and size so users can make informed decisions about download before initiating it.

• ID: pdf-accessibility
• Severity: low
• What to look for: Count all relevant instances and enumerate each. Search for downloadable documents (PDFs, Word files, etc.) on the site. Check whether each document is tagged (headings, lists, form fields properly marked) and has a logical reading order. If documents are not accessible, check whether an alternative accessible version (HTML, accessible PDF) is provided alongside the download link.
• Pass criteria: All downloadable documents are properly tagged and readable by screen readers, OR an accessible alternative is provided. At least 1 implementation must be verified. Links to documents are labeled clearly (e.g., "Download report (PDF, 2.3 MB)" or "View in browser").
• Fail criteria: Documents are not accessible and no alternative is provided.
• Skip (N/A) when: No downloadable documents exist.
• Detail on fail: Example: "On /resources, 8 PDF documents are available for download: annual-report.pdf, financial-statements.pdf, etc. None appear to be tagged or accessible. No HTML or alternative accessible version is provided. Download links do not indicate file type or size."
• Remediation: When creating PDFs, use proper tagging in Adobe Acrobat or alternative tools. For documents already created, either remediate them or provide an HTML alternative:

  <p>
    <a href="/files/annual-report.pdf">Download Annual Report (PDF, 3.2 MB)</a>
    {' '}or{' '}
    <a href="/annual-report-accessible">View as HTML</a>
  </p>
  

  For critical documents, provide a fully accessible web version in addition to the PDF.