New federal ADA accessibility regulations will soon raise the bar for web accessibility, with the first compliance deadlines taking effect April 24, 2026. One area that’s becoming especially critical and is often overlooked is the accessibility of PDFs and other digital documents.
(For more on who must comply with the new regulations and what else is covered, check out our earlier blog, “What Governments and Universities Need to Know About the ADA’s April 2026 Web Accessibility Compliance Deadline.”)
What’s Changing
Under the ADA web accessibility rule, public entities must ensure that non-HTML content – including PDFs, Word documents, and PowerPoint files – is accessible to users of all abilities. This includes people using assistive technologies like screen readers or keyboard navigation.
For many state and local governments and public colleges and universities, inaccessible documents are no longer a “nice-to-fix”. They’re now an essential part of your compliance obligations.
Key compliance expectations include:
- Documents must be structured so assistive technology can interpret them. This includes things like proper heading structure and accessible labels.
- Text must be readable (not simply embedded as image-only scans).
- Visuals must include meaningful descriptions. Non-decorative images require ‘alt text’, and embedded audio or video must include captions or transcripts.
- Interactive elements (like form fields) must be usable with assistive technologies and multiple input methods such as keyboard or voice input.
Active vs. Archived Content
The regulation recognizes that organizations often have large document libraries. To help manage workload, older materials that are kept only for historical or legal reasons may be treated differently.
- Active documents generally must be remediated. These include anything frequently accessed and required for current services.
- Archived documents may be exempt if they are retained only for historical or legal purposes, are not needed for current services, are clearly labeled as archival, and an accessible alternative is available upon request.
Whether content should be remediated, archived, or replaced is a key part of meeting compliance requirements and should factor in your organization’s goals, resources, and how materials are used. Developing a clear strategy early will help avoid costly rework later.
Why This Matters
PDFs and document accessibility are mission-critical because:
- Many users with disabilities rely on them for essential services.
- Inaccessible documents can lead to legal risk and complaints.
- They reflect on your organization’s commitment to inclusion.
Improving PDF accessibility also aligns with broader accessibility goals and best practices, which support better usability and stronger SEO outcomes.
Planning Your Path to Accessibility Compliance
Fixing inaccessible documents can be challenging, especially with limited internal resources. Many organizations may benefit from expert support to help them:
- Assess existing document inventory
- Identify compliance priorities
- Establish long-term content best practices
- Train staff on creating accessible documents
Ready to Take the Next Step?
Meeting the April 2026 ADA requirements is a significant undertaking, and building a sustainable accessibility workflow takes thoughtful planning.
At Northwoods, we support organizations through every stage – from remediation planning and governance strategy to developing best practices that keep you compliant with the latest regulations.
If you need assistance auditing your non-HTML content or navigating compliance requirements, we’re here to help – please reach out!
