Drupal PDF Accessibility Review (D-PAR)

In some cases, it may be more practical to remove or replace a PDF rather than remediate it. 

Removing PDFs

• Outdated Content: If the PDF contains outdated information or is no longer relevant, it may be best to remove it from the website.
• Broken Links: If the PDF link is broken or the document no longer exists, update or remove the link from your site to improve user experience.

Replacing PDFs

• Alternative Formats: Consider using alternative formats such as HTML pages or Qualtrics/Drupal forms, which are inherently more accessible and easier to maintain.
• Updated Documents: If you have an updated version of the document, ensure it is accessible before uploading it to replace the old version.

Deleting files from Drupal 

After removing or moving a file from Drupal into Box, it is good practice to delete the file from Drupal. This helps avoid confusion when grabbing a link to a file. 

Step One: Hover over "Content" and click on "Files"

Step Two: Find the file you'd like to remove and click on the "Delete" button on the right hand side

Step Three: Confirm that you would like to delete the file on the next page

Archive Conditions

A PDF can be archived if all four conditions are met:

1. It was created before the April 24, 2026 compliance deadline, and
2. It is kept only for reference, research, or record-keeping, and
3. It has not been modified or updated since being archived, and
4. It is clearly marked as archived, please see below for guidelines.

All PDFs created after April 2026 must be accessible and archived content must made accessible upon request. Archived documents must remain inactive and should not appear in current navigation, homepage links, or service pages.

Marking PDFs as Archive

1. Being stored in an “Archive” section or page on your website (See Examples 1 and 2 below)
2. Have all files start with “Archive” in the file name e.g. Archived-2017-Flyer.pdf
3. Moved into an dedicated archive box.com folder and labeled as archived
4. Include the following text on your webpage that contains archived content: 

Archived Content: This content is no longer maintained and may not meet current accessibility standards (WCAG 2.1 AA). It has been archived in accordance with the Archived Web Content exception defined in ADA Title II, 28 C.F.R. § 35.104. To request an accessible version or an equally effective alternative format, please email service@sfsu.edu.

**Follow the detailed guide to move archivable PDFs into box.**

When to Remediate

PDFs hosted on a public-facing SF State website must be remediated to meet WCAG 2.1 AA accessibility standards under ADA Title II or Section 508. Some of the criteria that requires a PDF be made accessible is as follows:

• Title II ...
• Title I ...

For more details on remediation, please see the D-PAR PDF Decision Checklists.

How to Remediate

Equidox

SFSU ATI is providing user accounts to the PDF remediation program, Equidox. To request an account for Equidox, email access@sfsu.edu. 

To learn more about Equidox and how to use it, please watch the Equidox Training Videos. 

One-on-one training is available upon request. If you need assistance, our accessibility team is here to help you get started and answer any questions. For more information or support, reach out to access@sfsu.edu.

Basic Web Accessibility

Take advantage of online tutorials and resources to improve your understanding and skills in web accessibility. WebAIM (Web Accessibility in Mind) provides excellent guides and tips. 

• Add Tags: Make sure your PDF is tagged. Tags are essential for screen readers to interpret the content correctly.
• Text Alternatives: Provide text descriptions for non-text content like images, charts, and graphs.
• Reading Order: Check and adjust the reading order to ensure it matches the logical flow of the content.
• Forms: Ensure form fields are interactive and have clear labels. Use the “Prepare Form” tool in Adobe Acrobat to add necessary form tags.
• Headings and Structure: Use proper headings to create a structured and navigable document.

For more accessibility features please see the WCAG 2.1 AA PDF Accessibility Technical Checklist section of the D-PAR PDF Decision Checklists website.

Checking for Accessibility:

After remediating your documents, you can email ATI at access@sfsu.edu to have us scan your website individually or wait for the next monthly report. If you would like to check the accessibility of your documents yourself, PAC (PDF Accessibility Checker) can be used to validate the compliance of your documents with PDF/UA standards.

*coming soon*