Guide to Making Election Documents Accessible

Election documents must be accessible to ensure all voters, including those who rely on screen readers and other assistive technologies, can navigate and understand the information. This post outlines the essential steps for creating an accessible PDF, focusing on election materials found on the internet.

Video Guide

Introduction to PDF Accessibility

Accessibility in PDFs ensures digital documents are usable by everyone, regardless of physical abilities. Tagging documents correctly is critical for effective screen reader navigation, guiding users through headings, lists, and other structured elements. Here, we’ll cover the steps to tag and organize a PDF, specifically for election materials that voters rely on for accurate information.

Step-by-Step Process for Tagging Election Documents

1. Review Existing Tags in the Document

• Open the PDF’s Tags Panel: Start by checking if the document contains any pre-existing tags. Access the tags panel in the PDF editor to see the current tagging structure.
• Evaluate the Tag Structure: Basic tags like H1 (heading) or P (paragraph) may already exist but will often need adjustments to align with accessibility standards.

2. Add a Main Document Tag

• Create a Primary Document Tag: Establish a new “Document” tag as the main container for all content, which will help maintain a logical reading order.
• Move Existing Tags into the Document Tag: Organize all tags by placing them within the primary Document tag to prepare for more specific adjustments.

3. Define and Adjust Heading Levels

• Check Heading Hierarchies: Review each heading and ensure it matches the intended structure of the document, with the main title as H1 and any subheadings as H2, H3, etc as appropriate.
• Reassign Tags Where Needed: Reassign headings as necessary to create a clear hierarchy, providing a consistent and logical flow for readers.

4. Organize Lists with Appropriate Tags

• Identify List Items: If the document includes lists (like bullet points or numbered lists), create an “L” tag to organize these sections.
• Tag Individual List Items: Add “LI” tags (List Items) for each item under the “L” tag, ensuring each point or entry has its tag for smooth navigation.

5. Use Label (LBL) and List Body (L body) Tags for Nested Lists

• Add LBL and L body Tags: For lists with nested items, apply LBL (Label) tags to label each main list item and L body tags for the content of each item.
• Assign List Items to Labels and Bodies: Apply the LBL tag to list numbers or letters, and use the L body tag for the descriptive content following each.

6. Utilize Automatic Tagging Tools

• Manual vs. Automatic Tagging: Manual tagging provides control over structure but can be time-intensive. In many cases, an automatic tagging tool can streamline this process.
• Run the Automatic Tagger: Save a backup file, then apply automatic tagging to expedite the process of organizing complex lists and headings.
• Verify the Results: After using the automatic tagger, check the document to ensure the automated tool correctly tagged lists and maintained a clear heading hierarchy.

Download the Free Section 508 Checklist for PDF Accessibility:

Best Practices for Finalizing Accessible PDFs

Save and Back Up Files

Before making significant changes to tagging, save a backup of the document. This allows for quick recovery if any adjustments don’t go as planned.

Validate the Tagging Structure

After completing the tagging process, review the entire structure of the document to ensure a logical, accessible reading order. Running a screen reader test can confirm that the document flows as expected.

Test with Accessibility Tools

Testing the PDF with accessibility tools is essential. Adobe Acrobat’s built-in accessibility checker, for example, can identify any remaining issues. Testing confirms that the document will function smoothly across different assistive technologies, ensuring reliable access for all users.

Conclusion

Creating an accessible election document requires careful tagging, heading organization, and list structuring. By following these steps, you can develop a PDF that meets accessibility standards. Thoughtful tagging of headings, lists, and content, combined with testing tools, results in a document that is easy to navigate and fully accessible to individuals who depend on assistive technologies.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!