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PDF Usage

Should I use a PDF?

Before uploading a PDF to the website, pause and consider whether it is the best format for your content.

PDFs are one of the hardest formats to make accessible and usable on the web. They are often difficult to read on screen, especially on mobile devices, and can be challenging for people who use assistive technology.

Whenever possible, web pages are the preferred option.

Consider these alternatives first:

  • Web pages (HTML): Best for on-screen reading, accessibility, search, and analytics
  • Microsoft Forms: Ideal for forms that collect information or submissions
  • Word documents: Easier to complete and edit than PDFs

If a PDF is necessary, it must meet accessibility standards.

Why PDF accessiblity matters

Accessible documents ensure that:

  • Everyone can access important information
  • Forms and instructions are usable by all audiences
  • Loyola meets its legal and ethical obligations

Quick Checklist

Ask these questions before uploading a PDF

How Loyola Evaluates PDFs

When you submit a PDF for review, the central Digital team evaluates it for one of four outcomes:

1. Not needed or not appropriate

The PDF may be removed if:

  • it duplicates content already on the website.
  • the content is outdated or no longer relevant.
  • the information does not need to be published online.

2. Rebuilt as a web page

The content may be converted into an HTML web page if:

  • it is primarily informational.
  • users are expected to read it on screen.
  • accessibility, usability, or analytics would be improved.

3. Remediated PDF with FlowPaper

The PDF may be remediated for accessibility and presented using FlowPaper if:

  • the format must remain a PDF.
  • the content is meant to be viewed online, not printed.
  • a web page alternative is not appropriate.

4. Replaced with an alternative solution

In some cases, the PDF may be redesigned entirely:

  • Printable forms may become online forms.
  • Static documents may become interactive content.
  • Multi-step instructions may become structured web content.

This process ensures content is accessible, usable, and aligned with university standards.

What is PDF Remediation?

PDF remediation is the process of making a PDF accessible so that everyone - including people who use screen readers or other assistive technologies - can read and understand the content.

An accessible PDF includes:

  • A clear reading order. Content is read in the correct sequence, not randomly across the page.
  • Proper headings and lists. Structure helps users navigate and understand the content.
  • Text that can be selected and read. Scanned images of text are not readable by screen readers.
  • Alternative text for images. Images are described for users who cannot see them.

If these elements are missing, some users may not be able to access the information at all.

A Note About PDFs and User Behavior

Most website visitors read content on screen, often on mobile devices. Research consistently shows that PDFs are harder to read, harder to navigate, and more likely to be abandoned than web pages. Whenever possible, publishing content as a web page provides a better user experience, improved accessibility, better search visibility, and more reliable analytics. PDFs should be reserved for content that truly requires a fixed, printable format.

Request a Remediation

Ready to send in a PDF? Use this form to contact our team to start the process.

Submit a Request

Contact Us

Not sure where to start? Reach out to us individually, contact digitalteam@luc.edu or join our Office Hours!

Contact UMC Digital

How Loyola Evaluates PDFs

When you submit a PDF for review, the central Digital team evaluates it for one of four outcomes:

This process ensures content is accessible, usable, and aligned with university standards.

What is PDF Remediation?

PDF remediation is the process of making a PDF accessible so that everyone - including people who use screen readers or other assistive technologies - can read and understand the content.

An accessible PDF includes:

  • A clear reading order. Content is read in the correct sequence, not randomly across the page.
  • Proper headings and lists. Structure helps users navigate and understand the content.
  • Text that can be selected and read. Scanned images of text are not readable by screen readers.
  • Alternative text for images. Images are described for users who cannot see them.

If these elements are missing, some users may not be able to access the information at all.