At first glance, creating PDFs might seem like a convenient way to share information, they’re easy to attach, consistent in appearance, and familiar to most users. But in the digital age, especially at a university committed to accessibility and inclusion, it’s time to rethink when and how we use them.
Why You Shouldn’t Default to PDF
PDFs can pose real barriers for users with disabilities. They often require extra
steps to make accessible, are difficult to navigate on mobile devices, and aren’t
easily updated. Worse, they can interrupt the seamless experience we strive to provide
across our websites and digital platforms.
If you’re publishing content online, especially for students, employees, or the public,
ask yourself:
Does this need to be a PDF - in most cases, the answer is no.
When PDFs Are Appropriate
We're not saying never use PDFs. They still have a place, but only when their format provides a clear and necessary benefit. For example:
- Archival documents: Final reports, memos, or policies that are no longer actively edited.
- Official printable forms: For workflows that require hand-signed, physical copies.
- Print-only materials: Flyers or brochures intended for physical distribution, where layout and branding must be pixel-precise email [email protected] for assistance with print material. If the same content also needs to live on the website, build it as a web page instead.
- Legal documents: Public notices or contracts that need a fixed, time-stamped format.
- Scientific and long-form publications: Manuals, white papers, handbooks, or annual reports with complex formatting that doesn't translate well to web pages.
- External submissions: Documents required in PDF format by funding agencies or partners.
All new PDFs, regardless of category, must be tagged and pass an accessibility check (reading order, alt text, headings, form fields) before publishing. PDFs that don't meet this standard will not be approved for upload.
Content editors do not have upload permissions for PDFs or other binary files. If you have a PDF that meets the criteria above and needs to be added to the site, email [email protected] with the file and its intended page location. Web Services will run the accessibility check and publish it once it passes.
Flagging PDFs for Removal
Content editors do not have delete access for PDFs or other binary files. If you have a PDF that no longer belongs on the site, whether it's outdated, has been replaced, or doesn't meet the criteria above, email [email protected] with the page URL or file name and a brief reason for removal. Web Services will verify there are no inbound links or dependencies, then remove the file and redirect the URL if needed.
When PDFs Are Not Ideal
Avoid PDFs for content, such as:
- Dynamic content that updates regularly
- Interactive Forms
- Press Releases
- Event announcements
- Department overviews
- How-to instructions
- Meeting presentations
- Training materials and on-boarding content
- Web-based tutorials or walk-throughs
For these types of content, it’s better to use tools that have built-in editors and create web-friendly formats, like Adobe Acrobat Pro, Google Docs, Qualtrics, or web platforms such as Microsoft or Google forms. These tools are designed to produce content that is more accessible for people with disabilities, easier to read on mobile devices, and quicker to update when things change. They also make it easier for screen readers and search engines to understand your content. Features like headings, bullet points, tables, and image descriptions are built in, helping everyone navigate and use the content more effectively.
PDF Guidance
Use PDFs only when formatting, printability, or legal compliance demand it. Otherwise, default to other structured tools. Doing so makes our content more inclusive, usable, and future-proof.
Let’s build a digital environment where information is open, accessible, and effortless to engage with, for everyone. For more information, resources, and support, visit the Digital Accessibility portal.