PDF Standards
Overview
Did you know that nyc.gov currently hosts over 400,000 PDF documents? That makes navigating our websites very difficult, especially for mobile-only users and people using assistive devices.
In this section, we’ll discuss when PDFs should and should not be used, as well as how to make them accessible.
Try not to use PDFs
If you have a choice between creating a webpage or a PDF to share information on your website, please use a webpage. Compared to PDFs, webpages are:
- More accessible for screen reader users
- More readable on mobile devices
- More easily translated
- More findable in search
- Easier to update
Accessible PDF templates
There are situations where you must create a PDF. For example:
- You’re required by law to provide printable versions of forms or information
- You’re required to post an online version of a printed asset
- You’re using formatting that goes beyond the capabilities of the website
In these situations, it’s a legal requirement that your PDF is accessible according to WCAG 2.2 standards.
Digital Service has created templates to help you create accessible documents.
How to create an accessible PDF in Microsoft Word
If you’re a city government employee, your IT department can install the accessible report template so it’s available to you in Microsoft Word.
To check if it’s already installed:
- Open Microsoft Word
- Click File > New from template
- Look for "Accessible Report Template (basic)” and “Accessible Report Template (graphic)” in the list of templates.
If you see these templates, choose the one you need (basic for simple documents or graphic for documents with graphics), create your file in the template, and then export it as a PDF.
If you don’t see these templates in Microsoft Word, you can contact your IT department to install it into your agency’s Microsoft 365 products. You can also download the templates yourself.
How to create an accessible PDF in InDesign
To create an accessible PDF using InDesign, download our templates.