Why PDF Remediation Matters: A Guide for Clerks

When residents visit your website to read a city council agenda, review a public notice, or download a form, they expect a seamless experience. For residents with disabilities, however, something as fundamental as opening a PDF can pose unexpected barriers.

Even if a document looks perfect, it may not be fully accessible. Headings might be missing. Images may lack descriptions. Disorganization may make navigation a challenge. These small issues add up to a major problem: Excluded residents.

What Is PDF Remediation?

PDF remediation is the process of converting a PDF so that it meets accessibility standards, helping people who use assistive technologies—such as screen readers or keyboard navigation—read and interact with documents with ease for greater user experience.

In short, remediation makes sure an accessible PDF document is truly usable for all residents.

PDF remediation typically involves:

• Applying a logical reading order and document structure through tags
• Adding alternative text for images, charts, and icons
• Defining headings and lists so assistive technologies can navigate correctly
• Including descriptive hyperlinks
• Ensuring form fields are labeled and keyboard-accessible
• Verifying color contrast and text clarity

Remediation doesn’t just change what a PDF looks like. It also changes how it’s understood by accessibility tools.

Challenges of Manual Remediation

Manual PDF remediation can be complex and time-consuming. Manually tagging and verifying accessibility for each file can take up countless hours that could otherwise be applied to more valuable, strategic work.

Common manual PDF remediation challenges include:

• Missing original source files
• Inconsistent formatting
• Limited staff availability or lack of accessibility expertise
• Difficulty verifying compliance without dedicated PDF accessibility tools

For many municipalities, manual remediation isn’t sustainable at scale. That’s why automated or hybrid solutions are becoming essential for efficiently achieving compliance.

PDF Remediation Is an Ethical Obligation

When a document is inaccessible, it effectively locks out a portion of the population, restricting them from participating in government activities and making their voices heard. Accessible PDFs invite everyone to fully engage in civic life. PDF remediation is part of an ethical commitment to inclusivity and transparency.

PDF Remediation and DOJ Guidance

In April 2024, the U.S. Department of Justice (DOJ) issued its final rule on web and digital accessibility for state and local governments under Title II of the Americans with Disabilities Act (ADA). The rule clarifies that websites, mobile apps, and digital content—including PDFs—must meet the Web Content Accessibility Guidelines (WCAG) 2.1 AA standard. This rule makes it clear that accessibility isn’t optional—it’s a legal requirement.

Compliance Deadlines

The DOJ’s implementation schedule provides deadlines based on population size:

• April 24, 2026: For entities serving populations of 50,000 or more
• April 24, 2027: For entities serving populations of fewer than 50,000 and special districts

Deadlines are approaching for governments to evolve their processes for creating public-facing content and meet incoming accessibility regulations.

The Impact of the DOJ’s Ruling

The DOJ’s rule applies to website content as well as embedded or linked PDFs. This includes:

• City council meeting minutes and agendas
• Budget reports and ordinances
• Forms, such as licenses and permits
• Public notices and meeting packets

Unfortunately, many of these documents predate accessibility requirements and weren’t designed with tagging, headings, or screen reader compatibility in mind. Without proactive remediation, they remain barriers to accessibility. Many municipalities continue to produce inaccessible—often due to limited awareness or technical expertise—highlighting that the challenge isn’t just about remediating legacy PDFs but also about changing content creation practices.

Risks of Noncompliance

Failing to remediate PDFs and address accessibility issues carries real risks.

• Legal consequences: Inaccessible digital documents can expose municipalities to lawsuits. These cases often result in costly settlements and mandated corrective action.
• Reputational damage: Accessibility issues can erode public trust, signaling that a municipality or agency doesn’t prioritize inclusivity and transparency.
• Community impact: When residents with disabilities can’t access agendas, permits, or ordinances, they’re effectively excluded from civic participation.

To avoid these risks, agencies and municipalities should begin documenting remediation efforts now. Having a plan demonstrates a commitment to compliance and community engagement.

Why PDF Remediation Matters for Clerks

For many local governments, the clerk’s office is the hub of public transparency. Clerks oversee meeting minutes, agendas, ordinances, codified laws, and hundreds of other public documents.

Most of these documents are distributed or archived as PDFs, making clerks de facto gatekeepers of PDF accessibility. Every document posted online is an opportunity to either engage or exclude the community.

Resident Experience and Equity

Accessible PDFs don’t just help municipalities comply with regulations. They help to streamline and optimize the resident experience.

By remediating PDFs to make them accessible, clerks help guarantee that every resident can:

• Read public notices and participate in meetings
• Submit forms and applications
• Stay informed about policies that affect their daily lives

Accessibility is about fairness and inclusion. It clears the way for all residents to fully engage with their local government.

Compliance: A Key Component of the Clerk’s Mission

Clerks know all about compliance. Their work is rooted in accountability and transparency. PDF compliance, however, often slips under the radar. With incoming deadlines, this is no longer sustainable. Even a small percentage of inaccessible files can represent a significant compliance risk.

By incorporating accessibility into document workflows—using PDF accessibility and remediation tools—clerks can make compliance a natural extension of their daily operations.

Engagement and Transparency

At a time when residents expect digital convenience and equity, accessibility is an expectation. PDF remediation aligns with the broader mission of government transparency—to deliver information that’s open, equitable, and accessible to everyone. When accessibility is built into government processes, it shows that they’re living out their mission to promote inclusion and accessible public service.

Want to see what effective remediation looks like in action? Check out this video walkthrough.

How to Get Started with PDF Remediation

You don’t need to tackle remediation for all your archived documents at once. A sustainable approach to maintaining PDF accessibility starts with assessment, planning, and prioritization.

Step 1: Audit Your PDFs

Begin with a review of your current PDF library. AI-driven PDF accessibility tools can help you quickly identify which documents are compliant and which ones need remediation.

Step 2: Prioritize High-Impact Documents

Focus on the documents that are most visible to the public. High-traffic documents should be remediated first, while low-priority files can be scheduled for later.

Step 3: Implement a Sustainable Workflow

Accessibility should be built into your document publishing process. That means:

• Training staff on accessible document creation
• Using templates designed for compliance
• Verifying each new document against a PDF accessibility checklist before publishing

Step 4: Document Your Progress

Keep records of your scans, remediation logs, and accessibility improvement plans. These demonstrate proactive efforts to meet DOJ compliance expectations and show your community how seriously you take accessibility.

Start with a Scan

Achieving compliance begins with building a thorough understanding of your current state. Running an accessibility scan of your PDFs provides actionable insights into what needs attention and how to begin addressing it. Whether your organization has a few dozen or a few thousand documents, getting started today is key for meeting upcoming DOJ deadlines and serving your community equitably.

Ready to see where your documents stand? Get a free scan today.

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