Why PDFs May Not Be the Best Option for Content

This article addresses the following topics:

1. Overview: Accessibility Limitations of PDFs
2. Key Limitations of PDFs in Accessibility
3. Limitations of PDFs in Accessibility
4. Why Web Pages Are a Better Alternative
5. Conclusion
6. Accessibility Resources
7. Additional Resources

Overview: Accessibility Limitations of PDFs

In higher education, accessibility is essential, especially for Medical School websites where information must be readily available to all users, including those with disabilities. Although PDFs are commonly used for sharing documents, they present challenges to accessibility and searchability. Originally designed for print uniformity, PDFs were never intended as web content. Here, we’ll cover the main limitations of PDFs and why web pages are a more suitable alternative.

Key Limitations of PDFs in Accessibility

1. Lack of Searchability: Unlike web pages, PDF content does not appear in most internal or external search results, such as Google or on-site searches. This can make content effectively invisible unless the user knows exactly what they’re looking for. PDFs also lack the structured layout of web pages which can make information within them difficult to locate, especially if the PDF was not formatted correctly.
2. Screen Reader Compatibility: Screen readers, which are essential for users with accessibility needs such as visual impairments, often struggle with PDFs. While accessible PDFs can be created, they require additional setup and tagging to be fully compatible; even then, readability issues often persist which can make content difficult to understand. Federal law, as well as UCLA’s accessibility policies, require all documents to be accessible and failure to comply may result in legal liability for each individual violation.
3. Mobile Responsiveness: Web pages are built to adjust automatically for various screen sizes, providing a seamless reading experience on desktops, tablets, and mobile devices. In contrast, PDFs typically do not display content correctly and can require extensive zooming and scrolling. With nearly 40% of site visitors accessing content via mobile devices, PDFs may not offer the best user experience.
4. User Navigation Challenges: PDFs lack the intuitive navigation features of a web page, such as menus, links, and headers that guide users through content. For multi-page documents, this absence of navigation can be frustrating for users trying to locate specific information.
5. Difficulty in Updating: PDF content is static and requires a new upload with each update, which can lead to outdated content. Additionally, every update requires reapplying accessibility features to meet standards. Web pages, on the other hand, allow for quick and easy real-time edits, ensuring that users have access to the latest information at all times.

Why Web Pages Are a Better Alternative

Web pages offer a range of benefits over PDFs, enhancing accessibility, usability, and search functionality:

• Improved Searchability: Web pages are indexed by search engines, making them more discoverable. Structured content with headings, paragraphs, and keywords increases content visibility.
• Faceted Search Capabilities: With web pages, users can easily select filters and sort content to find exactly what they need quickly and efficiently.
• Enhanced Readability Across Devices: Web pages are responsive and automatically adjust for different devices, making them more accessible on mobile screens.
• Better Navigation and User Experience: Web pages support intuitive navigation tools like links, tables of content, and headings, helping users access information quickly.
• Easier to Update: Web pages enable real-time updates, which means content can be kept current without needing to redo accessibility features.

Conclusion

While PDFs are sometimes necessary for downloadable documents, converting essential information into web pages ensures a more accessible experience. By offering content as web pages, UCLA websites can enhance accessibility, searchability, and user engagement, making it easier for everyone to access and interact with critical information.

Accessibility Resources

1. If you have questions about making your PDF accessible, please visit UCLA’s Disabilities & Computing Program website.
    
2. To learn more about accessibility requirements and laws for PDF documents, please visit Section508.gov.

Additional Resources

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