PDF Decision Tree
A guide to creating and remediating PDFs for accessibility.
Start
Which best describes your PDF document?
Document I created
Published source
Document I will create
Start Over
Do you have access to the original file?
(For example, the Word document the PDF was made from?)
Yes, I have the original
No, I do not have the original
Back
Start Over
Document I Can Create
1. Start with an accessible source document:
a. Review accessibility tips for Microsoft Word
b. Review accessibility tips for Microsoft PowerPoint
2. Save the document as an accessible PDF.
a. Learn how to save as PDF in Office365
Back
Start Over
Start Over
Is the PDF text, or a scan or image of text?
The PDF is text
The PDF is an image
I'm not sure
Back
Start Over
Remediate a text-based PDF
1. Open the PDF as a text document.
(Learn how to open a PDF in Word)
2. Ensure the document is accessible:
a. Review accessibility tips for Microsoft Word
b. Review accessibility tips for Microsoft PowerPoint
2. Save the document as an accessible PDF.
a. Learn how to save as PDF in Office365
Back
Start Over
Start Over
Document I Will Create
1. Start with an accessible source document:
a. Review accessibility tips for Microsoft Word
b. Review accessibility tips for Microsoft PowerPoint
2. Save the document as an accessible PDF.
a. Learn how to save as PDF in Office365
Back
Start Over
Start Over
Do you have access to the PDF's original file format?
For example, the Word document or Powerpoint file?
Yes, I have the original
No, I do not have the original
Back
Start Over
Is the PDF still needed for the course or process?
Does this file:
- Support active learning objectives?
- Relate to assignments?
- Is it required content?
Yes, we still use this
No, it is not necessary
Back
Start Over
Is the PDF still needed for the course or process?
Does this file support active learning objectives, assignments, or required content?
Yes, we still use this
No, it is not necessary
Back
Start Over
Was the PDF created or published before April 2026?
The file was created before April 2026
The file was created after April 2026
Back
Start Over
Is this document stored in a designated archive, and not actively updated?
For courses, this means in a non-student facing folder in Canvas. For staff, this means an archived copy of an inactive document.
Yes, this is an archival copy
No, this document is actively in use
Back
Start Over
Is this document used only for reference, research, or recordkeeping?
For example, historical syllabi, archived rubrics, or past course materials kept for accreditation.
Yes, this is an archival copy
No, this document is actively in use
Back
Start Over
Has the document remained unchanged since being archived?
If it has been re-uploaded, edited, or repurposed in any way since archiving, it no longer qualifies for exemption.
Yes, this is an archival copy
No, this document has been edited
Back
Start Over
Manual remediation is necessary.
Creating a copy for accessibility purposes is compliant with copyright law if the file is not publicly distributed. (Butler, Adler & Cox, 2019)
Manual remediation can be completed by re-creating the document text in a Word processor, or with Adobe Acrobat if you hold an Acrobat license. Both processes will take a similar amount of time.
Consider removing or replacing this PDF.
Back
Start Over
Start Over
Your document may be exempt from remediation.
Exemption is rare; be sure of your answers to each of the criteria questions regarding the archival nature of the document. If the document is a course material or a document that students or community members are expected to engage with in any capacity, exemption does not apply.
Back
Start Over
Start Over
Consider removing or replacing this document.
If you would still like to use this or a similar document, check the Maryville University Library for accessible versions of your content.
Back
Start Over
How to check if your PDF is text or image-based:
- Open the PDF
- Try to highlight some text in the document.
- If you can highlight text, the document is text- based.
- If the entire page becomes highlighted, the PDF is image-based.
PDF Decision Tree
Theresa Olson
Created on March 25, 2026
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Transcript
PDF Decision Tree
A guide to creating and remediating PDFs for accessibility.
Start
Which best describes your PDF document?
Document I created
Published source
Document I will create
Start Over
Do you have access to the original file?
(For example, the Word document the PDF was made from?)
Yes, I have the original
No, I do not have the original
Back
Start Over
Document I Can Create
1. Start with an accessible source document:
a. Review accessibility tips for Microsoft Word
b. Review accessibility tips for Microsoft PowerPoint
2. Save the document as an accessible PDF.
a. Learn how to save as PDF in Office365
Back
Start Over
Start Over
Is the PDF text, or a scan or image of text?
The PDF is text
The PDF is an image
I'm not sure
Back
Start Over
Remediate a text-based PDF
1. Open the PDF as a text document.
(Learn how to open a PDF in Word)
2. Ensure the document is accessible:
a. Review accessibility tips for Microsoft Word
b. Review accessibility tips for Microsoft PowerPoint
2. Save the document as an accessible PDF.
a. Learn how to save as PDF in Office365
Back
Start Over
Start Over
Document I Will Create
1. Start with an accessible source document:
a. Review accessibility tips for Microsoft Word
b. Review accessibility tips for Microsoft PowerPoint
2. Save the document as an accessible PDF.
a. Learn how to save as PDF in Office365
Back
Start Over
Start Over
Do you have access to the PDF's original file format?
For example, the Word document or Powerpoint file?
Yes, I have the original
No, I do not have the original
Back
Start Over
Is the PDF still needed for the course or process?
Does this file:
Yes, we still use this
No, it is not necessary
Back
Start Over
Is the PDF still needed for the course or process?
Does this file support active learning objectives, assignments, or required content?
Yes, we still use this
No, it is not necessary
Back
Start Over
Was the PDF created or published before April 2026?
The file was created before April 2026
The file was created after April 2026
Back
Start Over
Is this document stored in a designated archive, and not actively updated?
For courses, this means in a non-student facing folder in Canvas. For staff, this means an archived copy of an inactive document.
Yes, this is an archival copy
No, this document is actively in use
Back
Start Over
Is this document used only for reference, research, or recordkeeping?
For example, historical syllabi, archived rubrics, or past course materials kept for accreditation.
Yes, this is an archival copy
No, this document is actively in use
Back
Start Over
Has the document remained unchanged since being archived?
If it has been re-uploaded, edited, or repurposed in any way since archiving, it no longer qualifies for exemption.
Yes, this is an archival copy
No, this document has been edited
Back
Start Over
Manual remediation is necessary.
Creating a copy for accessibility purposes is compliant with copyright law if the file is not publicly distributed. (Butler, Adler & Cox, 2019)
Manual remediation can be completed by re-creating the document text in a Word processor, or with Adobe Acrobat if you hold an Acrobat license. Both processes will take a similar amount of time.
Consider removing or replacing this PDF.
Back
Start Over
Start Over
Your document may be exempt from remediation.
Exemption is rare; be sure of your answers to each of the criteria questions regarding the archival nature of the document. If the document is a course material or a document that students or community members are expected to engage with in any capacity, exemption does not apply.
Back
Start Over
Start Over
Consider removing or replacing this document.
If you would still like to use this or a similar document, check the Maryville University Library for accessible versions of your content.
Back
Start Over
How to check if your PDF is text or image-based: