Inventory the documents people need
List file formats, page counts, publication dates, and source-file availability. Identify commonly used forms, instructions, reports, and learning materials. Decide which files must remain available and which duplicates or outdated documents can be retired before estimating the work.
Review samples for complexity
Select examples that represent the collection. Tables, scanned pages, mathematical notation, complex graphics, and interactive forms can require different remediation techniques. For PDF and document remediation, a page count alone is not enough to estimate production time or cost.
Specify standards and deliverables
State the applicable WCAG requirements and whether Section 508 testing or a particular PDF/UA version is required. Confirm whether the project includes corrected source files, final PDFs, or both. Also agree on how content that requires author input will be handled and documented.
Remediate structure and meaning
PDF tags, headings, lists, table headers, and reading order help assistive technology interpret the document. Image descriptions must convey the relevant information. Word styles and PowerPoint slide structure need attention at the source level. Scanned pages may require OCR and text correction before accessibility work can begin.
Combine automated checks with manual review
Use automated validation to identify technical issues, then review reading order, descriptions, table relationships, and form behavior. Screen reader checks can help reveal problems that a structural checker misses. Record any unresolved limitations instead of treating a checker result as proof that every aspect of the file is accessible.
Improve future authoring
Apply lessons from remediation to document templates and author training. Accessible source documents reduce repeat work and make it easier to maintain headings, tables, and reading order when content changes. Assign responsibility for final accessibility checks before publication.
Frequently asked questions
How do we choose representative documents for a remediation estimate?
Include examples of the different work the collection contains: simple text, complex tables, scanned pages, forms, charts, and other specialist material. Identify which files share templates and which need author input. A sample of only the easiest files can understate the effort. Send source files where available and explain whether the estimate covers PDFs, editable documents, or both.
Which documents should we prioritize in a large collection?
Prioritize files people need for essential tasks, current high-use material, and documents subject to an identified requirement or deadline. Consider the impact of barriers alongside volume and available alternatives. Review duplicates and obsolete versions with the content owner before production. Prioritization sets the work order; it does not establish that every remaining file is exempt from accessibility requirements.
How should we review a batch of remediated PDFs?
Agree on acceptance requirements before production and review a representative pilot batch early. Check the content, required structure, manual review results, and any unresolved questions, rather than accepting only a checker score. Confirm file naming and version control so approved outputs replace the correct originals. Our document accessibility service can define the production and review deliverables for the collection.
How do we avoid paying to remediate the same document repeatedly?
Improve the source template and authoring process, then preserve the corrected source for the next edition. Train authors to maintain headings, table structure, meaningful links, and image descriptions. Check exported files before publishing, since a good source does not guarantee a good conversion. Document accessibility training can focus on the recurring content your team creates.