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 using OTI-provided Microsoft 365 products, the accessible PDF template is built into your Microsoft Word program.

1. Open Microsoft Word
2. Click File > New from template
3. Choose “Accessible Report Template (basic)” for simple documents, or “Accessible Report Template (graphic)” for documents with graphics.
4. Create your file in this template
5. Export the file as a PDF

You can also download the template to add it yourself.

Download Word templates

How to create an Accessible PDF in InDesign

To create an Accessible PDF using InDesign, download our templates.

Download InDesign template