PDFs are everywhere, from legal contracts and government forms to marketing brochures and financial disclosures. Organizations have started recognizing the need for PDFs to be compliant to avoid lawsuits. But is that PDF just compliant, or is it truly accessible? Although the terms compliance and accessibility are often used interchangeably, they actually target different goals, and understanding the distinction can make a world of difference. PDF accessibility vs. PDF compliance can be tough to understand.
PDF Compliance: Meeting Legal Standards
Compliance is about adhering to specific guidelines and legislative mandates. Major frameworks for PDF compliance include:
- WCAG (Web Content Accessibility Guidelines) – The widely recognized global standard, built around the principles of Perceivable, Operable, Understandable, and Robust (POUR). This is not a law, but many, many laws around the world refer to these guidelines as the gold standard for accessibility.
- PDF/UA (ISO 14289) – A standard tailored for PDFs that details technical conformance to ensure assistive technology compatibility.
- Section 508 (US) – A federal law requiring government agencies and those who work with them to make electronic content accessible and compliant with WCAG standards.
- ADA Title II & III (US) – Civil rights legislation requiring accessible digital experiences for both public entities and businesses.
- International Laws – Regulations like the European Accessibility Act (EAA) and other national mandates around the world.
Resource: Accessibility Legislation by State and Country
PDF Accessibility: Crafting Usable Experiences
When we talk about PDF accessibility, we’re referring to how well people with disabilities can perceive, understand, and interact with document content using assistive technologies like screen readers, magnifiers, voice recognition software, and keyboard navigation.
Key elements of accessibility include:
- Logical reading order & semantic tags – Making sure headings, paragraphs, lists, and tables are tagged properly so screen readers interpret them in the right order.
- Alt text for images – Providing meaningful descriptions for visual content so all users understand what’s there.
- Accessible tables, lists, & forms – Ensuring:
- Tables have clear headers and logical reading order.
- Rows and columns are properly tagged and labeled.
- Forms have accurate and descriptive field labels and tooltips explaining what belongs in each field and how it should be formatted..
- Lists are properly nested and each item is tagged to its parent element
- Buttons and controls are properly tagged and announced.
- Metadata & document properties – Including titles, language, and authorship for improved accessibility and searchability.
Resource: Equidox PDF Accessibility Checklist
Compliance vs. Accessibility – Why It Matters
Why does this distinction matter? Because:
- You can be compliant but not accessible.
A PDF might technically fulfill all tag requirements, but still be tough for real users if, for example, alt-text is generic or reading orders are confusing. - You can be accessible but not compliant.
A document might pass basic screen reader tests yet fall short of detailed WCAG or PDF/UA checkpoints. - Compliance avoids legal risk.
Meeting compliance standards helps you avoid lawsuits, penalties, and reputational harm. - Accessibility is about real people.
Compliance is a checkbox; accessibility is about creating inclusive, usable experiences that reach everyone.
WCAG and similar standards provide a roadmap for making digital content accessible to everyone, covering everything from alt-text and color contrast to document structure. But following these checklists alone doesn’t guarantee genuinely accessible content. Checking your accessibility using a screen reader will give the best understanding of how assistive technology users experience that content.
Real-World Impact
Organizations that commit to both accessibility and compliance:
- Improve customer engagement – Accessible PDFs open your content to a broader audience.
- Strengthen brand reputation – Demonstrating inclusivity builds trust and loyalty.
- Mitigate risk – Avoid costly lawsuits and compliance failures.
- Create internal efficiencies – Accessible content is easier to maintain and update, resulting in time and cost savings over the long term.
How to Get Started
The journey to accessible and compliant PDFs doesn’t have to be overwhelming. Start by focusing on:
- Tagging text – All text is tagged and logically ordered.
- Alt-text descriptions – Clear, relevant, and helpful for every image.
- Logical structure – Use real headings (not just bigger/bolder text).
- Tables, Lists, and forms – Clearly labeled, with intuitive navigation.
- Metadata – Fill in titles, language, and other essential properties.
Resource: Equidox Guide to PDF Accessibility
Equidox: Closing the Gap
While the journey may seem complex, powerful tools exist to help bridge the gap between accessibility and compliance. Equidox is a leader in this space, featuring automated functionality such as:
- Smart Zone Detector – auto-detects content elements such as text, images, and headings.
- Smart List Detector – auto-detects list items in seconds.
- Smart Table Detector – simplifies tagging tables by auto-detecting rows and columns.
- Zone Transfer – uses existing templates to remediate similar or updated documents for increased efficiency.
- Page Match – uses AI to suggest tag structure, reducing page remediation to seconds.
Equidox offers additional benefits such as free training (learn the basics in an hour!), free US-based support, and a concurrent licensing model that allows anytime, anywhere shared access with peers for collaboration.
Final Takeaway: Don’t Settle for One Without the Other
Compliance means you’re meeting the technical and legal requirements. Accessibility means people can use your PDF. But true excellence combines both.
With smart tools, clear guidelines, and a commitment to inclusivity, your PDFs can be accessible to all and fully compliant. In accessibility and compliance, it’s not just about checking the boxes—it’s about opening doors.
Tammy Albee
Tammy Albee | Director of Marketing | Equidox Tammy joined Equidox after four years of experience working at the National Federation of the Blind. She firmly maintains that accessibility is about reaching everyone, regardless of ability, and boosting your market share in the process. "Nobody should be barred from accessing information. It's what drives our modern society."