High-Risk PDFs That Create the Most Accessibility Work

Avoiding these document types as PDFs can dramatically reduce accessibility remediation workload.

Some types of PDFs are significantly more difficult to make accessible because they frequently violate both WCAG 2.x Level AA and the PDF/UA standard.

When possible, these documents should be created in Word or HTML instead of PDF.

Avoiding these document types as PDFs can dramatically reduce accessibility remediation workload.

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1. Scanned Documents

Why They Are High Risk

Scanned PDFs are essentially images of text, not actual text.

This means:

• Screen readers cannot read the content

• Text cannot be searched or selected

• OCR (optical character recognition) must be applied

• Tagging and reading order must be rebuilt manually

Common Examples

• Scanned forms

• Historical documents

• Printed memos converted to PDF

• Hand-signed documents that were scanned

Better Option

If the original document exists:

• Use Word

• Use HTML

If scanning is unavoidable:

• Run OCR

• Fully tag the document afterward

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2. Flyers, Posters, and Graphic-Heavy Designs

Why They Are High Risk

Graphic-heavy PDFs often:

• Contain text embedded in images

• Have unclear reading order

• Use visual layout instead of structural headings

• Contain decorative artifacts that must be tagged properly

Common Examples

• Event flyers

• Promotional posters

• Marketing materials

• Infographics

Better Option

If the content is informational:

• Use HTML web pages

If a printable version is required:

• Provide HTML as the primary content

• Offer the PDF as an optional printable version

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3. Complex Tables

Why They Are High Risk

Tables in PDFs are difficult to tag correctly and often require extensive manual work.

Common issues include:

• Missing table headers

• Incorrect header associations

• Merged or nested cells

• Reading order problems

Common Examples

• Data tables

• Financial reports

• Schedules

• Statistical summaries

Better Option

If the table content is important for reading or analysis:

• Use HTML tables

Benefits include:

• Better screen reader support

• Easier navigation

• Easier maintenance

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4. Fillable PDF Forms

Why They Are High Risk

Accessible PDF forms must include:

• Properly tagged form fields

• Programmatic labels

• Correct tab order

• Clear instructions

• Error identification

These requirements are frequently missed.

Common Examples

• Applications

• Registration forms

• Surveys

• Request forms

Better Option

Use accessible HTML forms whenever possible.

Benefits include:

• Better keyboard navigation

• Screen reader compatibility

• Mobile accessibility

• Automatic data collection

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5. Frequently Updated Documents

Why They Are High Risk

Each update requires:

• Regenerating the PDF

• Rechecking accessibility

• Possibly re-tagging the document

Over time, multiple versions often remain online, causing confusion.

Common Examples

• Schedules

• Program requirements

• Event calendars

• Resource lists

Better Option

Use HTML web content so updates can be made quickly without repeating accessibility remediation.

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Key Takeaway

The following document types create the largest accessibility workload when used as PDFs:

• Scanned documents

• Flyers and promotional graphics

• Complex tables

• Fillable forms

• Frequently updated information

Whenever possible, create these as Word or HTML content instead of PDFs.

This approach significantly reduces accessibility remediation work while improving usability for all users.