Remediating PDFs for accessibility is just the first step. To stay compliant and usable, organizations need an ongoing strategy that combines tools, workflows, governance, and culture. Here’s how to maintain PDF accessibility sustainably.
Why Ongoing Accessibility Matters
Accessibility isn’t a one-time fix. Documents evolve—new PDFs are added, existing ones updated, templates change, and staff rotate. Without proactive maintenance, PDFs can quickly drift back into non-compliance.
Maintaining accessibility improves usability, supports WCAG, ADA, and Section 508 compliance, boosts SEO, and reduces legal risk.
Build a Governance Framework
Assign ownership: A digital accessibility manager or document owner should oversee PDF accessibility.
Set workflows:
- Pre-export: Ensure source documents include accessibility features.
- Post-export: Verify tags, alt text, and reading order.
- Version control & audits: Track remediation and periodically review documents.
Engage stakeholders: Accessibility is everyone’s responsibility. Content creators, marketing, HR, legal, and IT all play a role.
Use the Right Tools
Equidox PDF Accessibility Software simplifies ongoing maintenance:
- Smart Zone Detector: Identifies text, images, and links even in untagged PDFs.
- Smart Table Detector: automatically recognizes rows and columns, and creates a table summary.
- Smart List Detector: automatically detects list elements, even for complex nested lists.
- Zone Transfer: Copies tagging structures across versions or similar documents, saving time and ensuring consistency.
- User-friendly interface: Supports WCAG, ADA, and Section 508 compliance for all skill levels.
These tools reduce errors, speed up remediation, and make ongoing maintenance manageable. Here’s what some Equidox customers are saying:
“Adobe was a nightmare… Staff loves using Equidox. It’s so much faster than Adobe… Our ROI was recouped quickly. Equidox is well worth the money.” – Robin Greco, Oakland Park, FL
“By using Equidox, I reduced remediation time by 70%. I will continue using this tool to support our digital accessibility initiative.” – Hill College, TX
“Equidox is quick to learn, easy to teach, and allows us to process more documents with the same quality.” – Teneo Linguistics
Validate, Test & Monitor
Combine automated checks with human review. Screen-reader testing is essential to catch usability issues that automated tools miss. Track metrics such as remediation progress, user feedback, and document volume to continuously improve processes.
Train and Empower Your Team
Ongoing training ensures staff know accessibility basics, keep up with evolving standards, and create accessible documents from the start, reducing remediation workload.
Scale for High-Volume Workflows
For organizations producing thousands of PDFs, scalable processes are key:
- Automate repetitive document types
- Use smart detectors for text, tables, and lists
- Assign remediation responsibilities across teams
- Monitor and report issues efficiently
Keep Up With Changing Standards
Accessibility standards evolve (e.g., WCAG 2.2, Section 508 updates). Periodically review policies, tools, and templates to stay compliant.
Maintain Documentation
Keep a remediation log, template list, training records, accessibility checklists, and known issues log. Documentation supports compliance, accountability, and knowledge continuity.
PDF Accessibility Maintenance Checklist
- Define document ownership
- Use accessible templates
- Integrate accessibility checks pre- and post-export
- Use automation and batch processing tools
- Schedule audits for updates and legacy content
- Track remediation status and version history
- Provide ongoing training
- Maintain documentation: checklists, logs, and known issues
- Monitor metrics and user feedback
- Update standards and tools based on changes in WCAG, Section 508, or authoring software
Building a Sustainable Future
PDF accessibility is a long-term commitment, but with the right governance, tools, workflows, and training, it becomes manageable. By embedding accessibility into your organization’s culture, your PDFs can remain usable, compliant, and inclusive—year after year.
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."