What’s the difference between WCAG, Section 508, and ADA for PDFs?

WCAG 2.1 AA is the global standard for accessibility, while Section 508 is a U.S. federal law requiring compliance with WCAG 2.0 for federal agencies and funded organizations. The ADA, also a U.S. law, doesn’t explicitly mention PDFs but has been interpreted by courts to require accessible digital documents for people with disabilities.

Can a scanned PDF ever be accessible?

Yes, but only if you run OCR (Optical Character Recognition) to convert the image of text into actual, selectable text. After OCR, you’ll need to add proper tags, alt text, and structure for full accessibility.

Do all public organizations need to comply with PDF accessibility laws?

In the U.S., federal agencies and organizations receiving federal funding must comply with Section 508. Public bodies in general are at risk of ADA lawsuits if their digital documents are inaccessible. Globally, many countries enforce WCAG or similar standards.

How often should we audit our PDFs for accessibility?

At least once a year, or whenever you update your website or publish new documents. Also audit any PDFs that are frequently downloaded or used in critical processes (e.g., forms, reports).

What’s the easiest way to check if a PDF is accessible?

Use a free tool like PDFKro’s AI PDF Editor or WAVE to scan the PDF. These tools will flag missing alt text, poor structure, and other common issues. Then, test navigation with a screen reader or keyboard-only controls.

PDF Accessibility Guide for Public Orgs

Why PDF Accessibility Isn’t Optional for Public Organizations

Imagine handing a citizen a printed form in a building with no ramps. PDFs with broken accessibility are the digital equivalent. Laws like the Americans with Disabilities Act (ADA), Section 508, and WCAG 2.1 AA require public bodies to make digital documents usable for everyone. Fines? You bet. Lawsuits? Even worse. And here’s the kicker: accessible PDFs aren’t just about compliance—they’re about serving all citizens. So where do you even start?

First, think of PDFs like a building. If the door’s too narrow for a wheelchair, it’s useless. A PDF without proper tags, alt text, or logical reading order is the same—it locks people out.

Who’s Really Affected?

When we say “accessibility,” we’re talking about:

Screen reader users (people who rely on audio to navigate documents)
Keyboard-only users (those who can’t use a mouse)
People with low vision or color blindness
Users with cognitive disabilities who need clear structure

Miss these groups, and you’ve excluded a chunk of your audience—often without realizing it.

A Quick Check:

Grab a random PDF from your website. Can you navigate it without a mouse using only the Tab key? If not, it’s time for a fix.

Try this now: Open a PDF in PDFKro’s AI PDF Editor and test its accessibility with the built-in reader. Drag-and-drop your file, hit “Edit,” and check the tags panel. If it’s a mess, you’ve found your problem.

What Laws Actually Apply to Your PDFs?

You don’t need a law degree to navigate this—but you do need to know the basics. Here’s the breakdown:

Section 508 (U.S. Federal Law)

Applies to all federal agencies and any organization receiving federal funding. Key rule: PDFs must be “accessible” under WCAG 2.0 Level A and AA standards. That means:

Proper heading structure (H1, H2, H3…)
Alt text for images and charts
No reliance on color alone to convey meaning
Logical reading order (check with the “Order” tab in Adobe Acrobat)

Miss one? You’re out of compliance.

WCAG 2.1 AA (Global Standard)

Most countries and public bodies follow these guidelines. They’re more detailed than Section 508 and include:

Perceivable: Content must be presentable in multiple ways (e.g., text alternatives for images).
Operable: Users must be able to navigate with a keyboard or voice commands.
Understandable: Text must be readable and predictable.
Robust: Content must work with assistive technologies like screen readers.

Think of WCAG as the gold standard. If you meet WCAG 2.1 AA, you’re usually safe for Section 508 too.

ADA (U.S. Civil Rights Law)

The ADA doesn’t explicitly mention PDFs—but courts have ruled that inaccessible PDFs on government websites violate the ADA. Translation? If your PDF can’t be read by someone with a disability, you’re at legal risk.

So, which law applies to you? All of them, if you’re a public organization in the U.S. For other countries, check local accessibility laws (e.g., EU Accessibility Act in Europe).

How to Fix PDFs Before They Cause Problems

You’ve got a stack of PDFs sitting in a folder. Some are old, some are new, all are a mess. Where do you even begin? Here’s a step-by-step plan:

Step 1: Audit Your Existing PDFs

You can’t fix what you don’t know is broken. Start by:

Scanning your website: Use tools like WAVE or PDFKro’s AI PDF Chatbot to flag inaccessible PDFs.
Checking for common issues: Missing alt text, poor color contrast, unreadable fonts, or no logical structure.

Pro tip: If you’re drowning in PDFs, merge them with PDFKro to clean up your file library before auditing.

Step 2: Remediate the PDFs

This is where the real work happens. Here’s how to fix the most common problems:

Add proper tags: Tags define the structure of your PDF. Use tools like Adobe Acrobat’s “Tags” panel or PDFKro’s AI PDF Editor to auto-tag documents. Pro tip: Never manually tag—always use a tool to avoid errors.
Write meaningful alt text: For images, charts, or icons, alt text should describe the content in context. Example: Instead of “Chart,” write “Line graph showing 2023 budget allocations by department.”
Fix reading order: Use the “Order” tab in Acrobat or PDFKro’s AI-powered reordering to ensure screen readers read content logically.
Check color contrast: Use tools like WebAIM’s Contrast Checker. Text should meet at least a 4.5:1 contrast ratio for normal text.
Remove decorative elements: If an image is purely decorative, mark it as “Artifact” so screen readers ignore it.

Step 3: Test with Real Users

Theory is great, but nothing beats real-world testing. Ask people with disabilities to:

Navigate your PDF with a screen reader.
Use only the keyboard to interact with form fields.
Read the document without relying on color.

If they can’t complete basic tasks, your PDF isn’t accessible enough. No shortcuts here.

Tools That Make Remediation Easier (Yes, They Exist!)

You’re not stuck doing this manually. There are tools designed to automate the heavy lifting and save you hours. Here are the best ones for public organizations:

Free & Low-Cost Tools

Adobe Acrobat Pro DC: The gold standard for PDF remediation. It’s pricey, but it’s the most reliable. Use the “Accessibility Check” tool to scan for issues.
PDFKro’s AI PDF Editor: Upload any PDF, and our AI will auto-tag it, fix reading order, and suggest alt text. It’s not perfect, but it’ll handle 80% of the grunt work for free.
CommonLook PDF: A specialized tool for Section 508 and WCAG compliance. Expensive, but worth it for large-scale remediation.
PAC 3 (PDF Accessibility Checker): A free tool that checks WCAG and PDF/UA compliance. Great for quick audits.

Pro tip: If you’re on a tight budget, start with PDFKro’s AI PDF Editor. It’s free, fast, and will point out the biggest issues in seconds.

Automate Where You Can

Why remediate one PDF at a time when you can batch-process them? Use tools like:

PDFKro’s Merge PDF: Combine multiple PDFs into one, then remediate the whole file at once.
Power Automate (Microsoft): Set up a workflow to auto-tag new PDFs uploaded to your site.
Python scripts: For the tech-savvy, libraries like pdfminer.six can extract and tag content programmatically.

Automation won’t replace manual checks, but it’ll save you hours of repetitive work.

Common Mistakes That’ll Get You in Trouble

You’ve remediated your PDFs, tested them, and patted yourself on the back. But are you sure you didn’t miss anything? Here are the top mistakes that lead to non-compliance:

Assuming “scanned PDFs” are accessible: A scanned PDF is just a picture of text. It has no structure, no tags, and no alt text. You’ll need OCR (Optical Character Recognition) to make it accessible. Tools like PDFKro’s PDF to Word can help.
Ignoring forms: Interactive PDF forms must be fully accessible. Use the “Prepare Form” tool in Acrobat to add proper labels and tab order.
Forgetting about color: “Click the red button” is meaningless if someone can’t see red. Always use text or symbols too.
Assuming “printable” equals “accessible”: A PDF optimized for printing isn’t necessarily accessible. Test it in a screen reader.
Not updating old PDFs: Laws change. If your PDF is from 2010, it’s probably outdated. Audit annually.

Real-world example: A city government was sued because their tax forms were inaccessible. They spent $50,000 fixing them—and another $20,000 in legal fees. Don’t let this be you.

Make Accessibility Part of Your Workflow (Not an Afterthought)

Fixing PDFs retroactively is a nightmare. The best approach? Build accessibility into your process from day one.

Tips for Designing Accessible PDFs

If you’re creating a new PDF, start with accessibility in mind:

Use built-in styles: In Word or Google Docs, use heading styles (Heading 1, Heading 2) instead of manually formatting text. When you export to PDF, these styles become tags.
Keep it simple: Avoid complex layouts, tables, or decorative elements. Screen readers struggle with these.
Test early and often: Use PDFKro’s AI PDF Chatbot to check your PDF’s accessibility as you build it. It’ll flag issues before you even publish.
Use high-contrast colors: Stick to black text on a white background, or vice versa. Avoid light gray on white.
Label all form fields: If your PDF has a form, every field needs a clear label. Example: “First Name” instead of “Field 1.”

Quick checklist: Before publishing any PDF, ask:

Does it have proper heading structure?
Are all images and charts tagged with alt text?
Can I navigate it with just the keyboard?
Does it pass an accessibility checker?
Have I tested it with real users?

If the answer to any of these is “no,” don’t hit publish.

A Final Push: Don’t Wait Until It’s Too Late

Accessibility isn’t a checkbox—it’s a commitment. The longer you wait, the harder it gets. And the risks? They’re real.

Start small: Pick one high-traffic PDF, fix it, and test it. Then move to the next. Use free tools like PDFKro’s AI PDF Editor to speed up the process. And if you’re overwhelmed, remember—you’re not alone.

Public organizations exist to serve everyone. That includes people with disabilities. So let’s make sure your PDFs do the same.

Your Next Step

Ready to tackle your PDF accessibility issues? Upload a PDF to PDFKro’s AI PDF Editor and let our AI do the heavy lifting. It’ll auto-tag, fix reading order, and flag missing alt text—all in minutes. Then, use PDFKro’s AI PDF Chatbot to ask questions about your PDF’s accessibility and get instant feedback. It’s free, fast, and a game-changer for public organizations.

Don’t let accessibility be an afterthought. Make it a priority—before it becomes a problem.

PDF Accessibility & Compliance Guide for Public Organizations: Don't Get Fined!