Accessible documents

Every inaccessible document is an invisible barrier

Make sure your forms, PDFs and other digital documents can be used by everyone, without having to fix them afterwards.

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The problem with most documents and forms

A PDF can look fine visually and still be inaccessible. 

Without semantic structure, someone using assistive technology cannot tell what is a heading, how a table is organised or what the correct reading order is.

Without accessibility

  • The screen reader reads the content in the wrong order or does not read it at all
  • Images have no alternative text, so the information is lost
  • Tables are not announced correctly
  • Forms cannot be completed without a mouse
  • The document does not comply with PDF/UA or WCAG 2.2

With accessibility

  • Logical reading order and section-based navigation
  • Descriptive alternative text for all images
  • Tagged tables with correctly defined headers
  • Keyboard-accessible forms with properly labelled fields
  • Compliant with PDF/UA and WCAG 2.2

When they need to be accessible

When a public administration, company or any other organisation publishes a PDF on its website, that document must be accessible. 

Digital documents published through web channels are subject to the same accessibility requirements as the pages that host them.

Public administrations

Reports, calls for applications, resolutions and forms that must be published in accessible formats and meet standards such as PDF/UA and WCAG, in line with the applicable regulations.

Universities and education providers

Teaching materials, guides, assessments and learning resources that must be accessible to all students.

Companies that publish corporate documentation

Annual reports, sustainability reports, manuals and documentation published on the website.

Organisations with PDFs published on their website

Any organisation that publishes PDFs as part of its digital service and needs them to be compatible with assistive technologies.

From the original document to a document everyone can use

1. Initial review

We review the original document to understand its structure, content type, source format and the level of accessibility it requires.

2. Document preparation

We check headings, tables, images, links, forms and reading order to identify what needs to be corrected before creating the accessible version.

3. Structuring and remediation

We apply the semantic structure needed so the document can be correctly interpreted by assistive technologies, such as screen readers.

4. Technical validation

We check that the document meets the applicable accessibility requirements, including PDF/UA and WCAG 2.2 where relevant.

5. Accessible document delivery

We deliver the final reviewed document, ready to be published or shared through digital channels in an accessible format.

What’s included in the service?

Accessibility review

Validation by a sighted technician and a blind consultant to ensure the document works correctly.

Technical tagging remediation

Tag tree, reading order, hierarchy, tables, images and forms correctly tagged.

Source document recommendations

Guidance on how to create accessible documents from the source, so they do not need to be fixed every time.

What we’re often asked

Yes, but not necessarily all at once. We help you prioritise them based on use, visibility and whether they contain critical information or information explicitly required by regulations. The rest can be planned progressively.

An inaccessible PDF may look visually correct, but lack semantic structure. This means a screen reader cannot tell which text is a heading, which elements are lists or which table cells belong to which headers. 

An accessible PDF has a tag tree that gives structure to the content: reading order, hierarchy, alternative text and relationships between elements.

Yes, if the documents are part of a digital service that must meet accessibility requirements. In the public sector, Royal Decree 1112/2018 and Law 11/2023 require documents published on public websites and apps to be accessible. In the private sector, it depends on the activity and type of organisation, but if the digital channel must be accessible, the documents published through it must also be part of that accessibility.

Yes, and this is what we recommend for documents that are created on a recurring basis. For existing documents, or those that require complex manual tagging, it is much more efficient for us to handle them. For new documents, specific team training is usually enough to ensure an adequate level of accessibility independently.

Let’s talk about your documents

Tell us what type of documents you create and in what volume, and we’ll let you know how we can make them accessible efficiently.