PDFs and nonHTML formats
PDFs are used for distributing fixed-format documents. PDFs can be useful for certain tasks (e.g. printing), but they tend to be problematic for online reading. People with disabilities, especially those using assistive technologies, may encounter difficulties when using PDFs. PDFs can be difficult to read and interact with on a phone. Whenever possible, it is best to avoid posting PDFs and other nonHTML formats like word docs and spreadsheets.
2026 accessibility mandate
New accessibility requirements from the DOJ require our PDFs meet?compliance level aa, wcag 2.1 by April 24, 2026. The Web Team is continuing work towards this requirement, part of the ongoing effort to maintain this compliance level.?See more about accessibility at PCC.
PDF decision tree
Whenever possible, it is best to avoid using PDFs as they are one of the least accessible file formats. PDFs require extensive time and cost to become (and remain) accessible. Every PDF needs to be accessible, unless it qualifies as an exception.
1. Is the document still in use?
- Yes arrow right continue to question 2
- No arrow right save a copy for your departmental records and delete the file from the website
2. Is it used to apply for, access, or participate in PCC services, programs, or activities?
- Yes arrow right convert to an accessible format – see below to choose a format
- No arrow right continue to question 3
3. Is the document historical?
- Yes arrow right if it meets all criteria below, the document is an exception to accessibility requirements and can be posted to a special archive section. Individuals can still request an accessible version of the document, in which case your department will be responsible for the requested accommodation. Send archival files to webteam@pcc.edu to be posted.
- created before April 2026
- won’t be edited in the future
- is not used to apply for, access, or participate in PCC services, programs, or activities
- No arrow right convert to an accessible format – see below to choose a format
Choosing the right format for your content
| Content?type | Accessible format |
|---|---|
| Flyer | Create a content page using the text and images from the flyer. Use typography and image sizing and alignment to reflect the flyer layout. Follow image accessibility guidelines. When you’re ready to share, send your audience a link the webpage instead of a copy of the flyer. Now,? everyone – including people on their phones and people with disabilities – can see the info from your flyer. Yay! hands clapping |
| Form | Create a web form with Gravity Forms or Qualtrics, or consider more advanced options like Next Gen and Banweb. Note: Google Forms is useful for quick events or attendance forms but does not guarantee data privacy. Next Gen and Banweb offer secure data collection, and Gravity Forms is suited for public forms with extensive options. |
| Presentation slides | Create a content page that covers the material from the presentation. Use typography and image sizing and alignment to organize the information. Follow image accessibility guidelines. When you’re ready to share, send your audience a link the webpage instead of the presentation file. |
| Regulatory document that must replicate a physical version | If the layout of a document must be preserved to meet a requirement, it can be posted as an accessible PDF. You can remediate an existing PDF or create an accessible PDF from a source document: see tutorials and training on PDF document accessibility. Be aware that this can be a technical and time consuming process. When the PDF is ready, send it to the Web Team to be posted. |
Explore more content types like calendars, tables, charts, and maps.
About alternate versions
Posting alternate versions (two versions of the same content, typically one is a PDF) is generally not allowed. See ADA.gov: use of alternate versions. Try to give users equal access to your content on the same page. Alternate versions are allowed only in very limited circumstances where a technical or legal limitation prevents the original content from being made accessible.
About links to external PDFs
If you are linking to a PDF on another site (e.g., tax forms, legal documents), link to the webpage on the external site, rather than posting the link to the PDF directly.