Ensuring your PDFs are accessible isn’t just about checking a compliance box—it’s about making your content usable for everyone. Whether you're part of a government agency, school district, nonprofit, or public-facing organization, accessible documents are a key part of digital inclusion.
But finding the right solution isn’t always simple. With dozens of tools and services available, it can be difficult to figure out what you really need. This guide offers a high-level comparison of common PDF accessibility solutions, based on current best practices and real-world feedback from accessibility professionals.
Why Accessibility Matters:
It’s also worth noting that many remediation tools still do not fully meet WCAG requirements, particularly for blind users. Even "accessible" PDFs often remain functionally unusable with assistive technology.
This gap underscores the importance of pairing technology with human understanding and testing.
Use Case: Organizations looking to streamline the remediation process while still needing oversightThese platforms aim to simplify document tagging and structuring, but still require knowledgeable staff to verify accessibility. Many offer features like smart zones, AI-assisted reading order, and batch processing.
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Cons:
Pro Tip: Tools like Equidox and Grackle are often preferred for working with PDFs generated from common platforms like Word and Google Docs, but they may struggle with scanned or highly designed documents.
Use Case: Checking existing files for complianceThese tools act like a final exam for your PDFs. They won’t do the work for you, but they help identify whether your documents pass accessibility standards.Pros:
Cons:
Pro Tip: Use PAC as a backup to any other tool or vendor. It’s a widely respected standard.
Use Case: High-volume organizations that need scalable, low-effort accessibility solutions
These tools generate an accessible version of a document in real time—without modifying the original file. When someone clicks on a PDF, they’re instantly served a screen reader–friendly experience via a separate accessibility layer.
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Pro Tip: Tools like DocAccess are especially useful for agencies managing large volumes of PDFs and seeking to stay compliant without overburdening staff. For many, it's the fastest, most cost-effective, and future-forward solution in their accessibility toolkit.
Use Case: Large backlogs, scanned documents, or highly complex layoutsHiring accessibility consultants or vendors can ensure high accuracy, especially for documents with tables, forms, or mixed media.
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Pro Tip: Vendors are a good fit when accuracy and documentation are a priority—like for legal notices, financial reports, or government contracts.
Ask yourself:
Prices and staffing requirements vary depending on your organization's size and document volume. This grid is a general starting point for budgeting.
No single PDF remediation tool works for every organization. In most cases, a hybrid approach is the most sustainable:
Accessibility isn't about perfection. It’s about progress. Start where you are. Improve what you can. And keep your community in mind every step of the way.
If you’re not sure where to begin, choose one small project and test out a tool. Learn what works (and what doesn’t) in your environment. Then build from there. Accessibility is a journey—not a destination. But every step you take brings someone closer to the information they deserve to access.
Watch Shawn Jordison—the Accessibility Guy—in action. In this clip, he breaks down the most common PDF compliance pitfalls, pinpoints exactly which regulations matter for your agency, and lays out the concrete steps you need to take to stay audit-proof.
Dive into Shawn's other videos for more accessibility resources. He covers the full spectrum of compliance tips so you can keep your agency ahead of the curve