A practical guide to accessible digital documents
A document is easier to use when its meaning survives changes in screen size, magnification and assistive technology. Accessibility starts with the source document and continues through export and review; selecting text in a PDF is only one check.
A text PDF is a starting point, not a pass
A scan is usually a page image. Optical character recognition (OCR) can recognize words in it, but recognition errors need review, and OCR alone does not create headings, reading order, table headers or descriptions for meaningful images.
When you have the editable original, export it directly to PDF. Check that text can be searched and selected, then inspect the document structure and reading order with an appropriate accessibility checker or assistive technology. A searchable PDF can still be difficult to navigate.
Build structure into the source
Use real heading styles in a logical order, rather than making text look like a heading only by changing its size or weight. Use the editor’s list and table features, identify table headers, and write link text that makes sense out of context. These relationships help assistive software communicate how information is organized.
Add alternative text when an image conveys information; mark purely decorative images as artifacts so they do not interrupt reading. If a chart carries essential information, explain its conclusion in nearby text as well.
Check contrast, color and legibility
Do not use color as the only way to signal an error, category or status. Add a word, symbol, pattern or other visible cue. As a practical reference for digital content, WCAG 2.2 sets a 4.5:1 minimum contrast ratio for ordinary text and 3:1 for large text; the standard has exceptions and is not a certification for a specific PDF.
Avoid placing important wording inside images. Check that text remains readable at larger sizes and that pages, forms and tables are not clipped or dependent on a particular screen width.
Export and review the finished file
If you must scan paper, use OCR, proofread the recognized text, and check its language and reading order. Then review headings, lists, links, tables, image descriptions and keyboard or screen-reader navigation. A sharper scan improves the image but does not by itself make a document accessible.
Keep the original file when possible. A converter can change appearance or structure; compare the result with the source and the receiving organization’s requirements before using it for an important task.
Brazilian legal context
Brazil’s Inclusion of Persons with Disabilities Act (Law 13,146/2015), Article 63, addresses accessibility of websites maintained by covered businesses and government bodies. That provision does not by itself determine every PDF’s legal status or every organization’s duties; applicability depends on the circumstances. This guide is general information, not a legal assessment.
Primary references
WCAG is a reference for digital accessibility; following a few checks does not establish conformance. The Brazilian law link is included for country-specific context.
Frequently asked questions
If I can select the text, is the PDF accessible?
Not necessarily. Selectable text is useful, but structure, reading order, image descriptions, table relationships and language settings may still need attention.
Does OCR make a scan accessible?
OCR can recognize text in a scan, but its output needs proofreading and does not automatically add semantic structure or image descriptions.
Should every image have alternative text?
Describe images that convey information. Decorative images should not add noise to the reading order; mark them as decorative or artifacts in the authoring tool.
Does WCAG certify my PDF?
No. WCAG provides criteria for digital content. A short checklist or a single contrast measurement cannot certify a document or a website.
Does Article 63 of Brazil’s disability law apply to every file?
Article 63 addresses websites maintained by covered businesses and government bodies. Its application to a particular organization, document or situation requires context-specific legal assessment.
ConverteArq editorial note
A useful review checks both what a page looks like and how its information is exposed to software. A quick test such as selecting a sentence can reveal an image-only scan, but it cannot establish that the whole document is accessible.