If you work in a municipal government office, chances are you’re dealing with a lot of PDFs. In fact, over 90% of official forms and communications from government agencies are shared in PDF format (EDUCAUSE, 2024). But here’s the catch: many of those PDFs aren’t accessible to everyone, especially people using screen readers or assistive technologies. That’s where remediation tools come in. These tools help you make your PDF documents readable, compliant, and inclusive. In this list, you’ll find 10 PDF remediation tools that can help your office improve accessibility, meet compliance standards, and better serve your community in 2025.
10 PDF Remediation Tools for Municipal Governments in 2025
| Tool Name | Automation Level & AI Features | Accessibility Standards Supported | Deployment & Integration | Key Government-Focused Features | Pricing Model & Licensing | Ideal GovernmenUse Case |
|---|---|---|---|---|---|---|
| PREP | High automation (~90%), proprietary AI | WCAG 2.2 AA, Section 508, PDF/UA, EAA | Hybrid Cloud-based, LMS (Canvas, D2L) integration | Automated tagging, screen reader preview, scalable enterprise use | Custom pricing, scalable licenses | Large municipal, state, federal agencies |
| CommonLook PDF | Semi-automated with in-depth manual control | WCAG 2.2, Section 508, PDF/UA | Desktop with integration options | Comprehensive remediation workflows, detailed compliance reporting | Enterprise licensing | Agencies needing verified 100% compliance |
| Equidox | Moderate to high AI-assisted tagging | WCAG 2.2, Section 508, PDF/UA | Cloud and hybrid deployment | Smart detection, collaborative workflow features | Subscription-based | Mid-to-large public sector organizations |
| Crawfordtech | High automation, batch processing | WCAG, Section 508, PDF/UA | Enterprise integrations | Enterprise workflows, large-volume batch remediation | Enterprise pricing | Large government entities with high volume |
| Grackledocs | Low to moderate, Google Docs integrated | PDF/UA | Google Workspace add-on | Lightweight, easy export to compliant PDFs | Subscription/license | Educational and small government teams |
| Equal Web | Moderate AI-powered remediation | WCAG 2.2 AA, Section 508 | SaaS | Automated fixes, accessible design tooling | Subscription-based | Smaller government units, quick remediation |
| Adobe Acrobat Pro | Mostly manual remediation, some automation | WCAG 2.2, Section 508 | Desktop and cloud | Manual tagging, validation tools, widely used standard | Subscription | Agencies with skilled accessibility teams |
| TestPros | Human-expert remediation services | WCAG, Section 508 | Vendor-managed services | Expert remediation, high accuracy, compliance assurance | Project-based pricing | Agencies outsourcing remediation |
| Axes4 (axesWord) | Low automation, pre-export (Word add-in) | PDF/UA, WCAG | Microsoft Word Add-in | Creates accessible PDFs directly from Word | License | Departments creating internal documents |
| PAVE | Low automation, free web-based audit tool | PDF/UA | Web-based, open-source | Audit and remediation support, good for initial validation | Free | Initial audits, budget-conscious governments |
1. PREP
Key Features
- Built specifically for the public sector. Can handle thousands of legacy documents using AI to speed up remediation while maintaining accuracy.
- Helps you stay compliant with ADA Title II, Section 508, WCAG 2.1 AA, and changing state-level accessibility mandates.
- Offers flexible deployment setups. Choose from cloud, on-premises, or hybrid to meet strict government data privacy and security rules.
- Integrates smoothly with learning platforms like Canvas and D2L. This makes accessibility workflows easier to manage inside your current systems.
- Supports collaboration across departments. Different user roles allow teams in large agencies to work together on remediation tasks.
- Includes built-in accessibility checkers and reporting tools. Helps maintain audit trails and prove compliance when needed.
2. CommonLook PDF
Key Features
- Produces detailed validation reports for official audits. Tracks passed and failed issues clearly for government documentation.
- Works across both macOS and Windows. Makes it easy for teams in mixed IT environments to do remediation securely.
- Combines AI tools with manual control. Perfect for handling complex government documents where precision is critical.
- Offers live training sessions and access to a full knowledge base. Focused on public sector needs and compliance
- Designed for federal agencies that need to meet Section 508, ADA, and HHS accessibility standards.
3. Equidox
Key Features
- Offers cloud and hybrid setups. Flexible enough to work with different government IT and data security policies.
- Uses AI to detect zones in documents automatically. Helps speed up work on government forms and structured data tables.
- Allows teams across departments to work together. Built for multi-division coordination and accessibility consistency.
- Comes with pricing plans that fit mid-to-large government agencies. Helps scale up remediation efforts when workloads grow.
4. CrawfordTech (AccessibilityNow Remediate)
Key Features
- Built for large government setups. Can process big batches of transactional documents and reports quickly.
- Comes with enterprise-level service agreements and security credentials. Meets government procurement and legal requirements.
- Works with government ECM systems and document management platforms.
- Remediation follows WCAG, Section 508, PDF/UA, and other industry-specific standards like HHS.
5. Grackledocs
Key Features
- Browser-based platform for flexibility
- Real-time testing and validation for compliance
- Expert services for high-stakes or tricky documents
- Regular updates and support built in
- Handles complex tagging like nested lists and tables
- Meets accessibility laws in multiple regions
6. Equal Web
Key Features
- Offers automated accessibility fixes. Good for small government departments that need to act fast.
- Includes design tools that help update old websites and PDFs to meet Section 508 and WCAG rules.
- Subscription is affordable. A solid choice for teams working with tight budgets without sacrificing compliance.
7. Adobe Acrobat Pro
Key Features
- Commonly used across government offices that already run on Adobe systems. Easy to fit into existing workflows.
- Gives experts full control over remediation. Useful for fixing sensitive or complex documents with high accuracy.
- Supports PDF/UA and Section 508 requirements. Comes with powerful tag editing and validation features.
- Backed by Adobe’s trusted security standards and contracts that match government IT policies.
8. TestPros
Key Features
- Specializes in expert-level remediation. Ideal if your agency prefers outsourcing for high-precision accessibility needs.
- Offers consulting and certification with real screen reader testing. Great for agencies needing assurance and compliance validation.
- Project-based pricing makes it a good fit for agencies dealing with changing workloads or limited in-house resources.
9. Axes4
Key Features
- Converts Word docs directly into accessible PDFs
- Complies with WCAG and PDF/UA standards
- Supports multilingual documents and handles legal or technical formats. Helps meet needs across departments and jurisdictions.
- Builds accessibility right into the document creation process. Reduces the need for fixing things later.
10. Pave
Key Features
- A free, open-source tool made for local governments or smaller agencies.
- Works in the browser. Guides users through fixing basic issues in older PDFs.
- Ideal for small-scale remediation or getting started with audits as you build up your internal accessibility efforts.
How to Choose a PDF Remediation Tool For Government Organizations?
Check for Regulatory Compliance
Make sure the tool supports all relevant accessibility standards like Section 508, ADA Title II, WCAG 2.1 or 2.2 AA, and PDF/UA. It should also provide proper compliance reports that you can use for audits or official documentation.
Balance Automation with Accuracy
Government agencies often deal with large volumes of legacy documents. You need a tool that uses smart automation to speed things up while still keeping accuracy in check. Look for bulk processing features that don’t sacrifice quality as the workload grows.
Put Security and Privacy First
Your tool should support data encryption and have strong security certifications like SOC 2 or ISO. It should also comply with privacy laws like GDPR. Whether your team works on the cloud, on-premises, or a mix of both, the tool should adapt to your agency’s data policies.
Ensure Smooth Integration with Your Systems
The tool should work well with platforms you already use, like ECMs, LMSs, or document management systems. This makes it easier to add remediation into your daily operations without creating new bottlenecks.
Make Sure It’s Easy for Your Team to Use
Training and support matter. Look for vendors that offer step-by-step onboarding, clear training resources, and helpful customer support. If your agency has multiple departments involved, the tool should support multiple users and roles.
Look for Transparency and Tracking Tools
The best tools let you track progress in real time, view logs of what was fixed, and keep version history. This helps with internal reviews and compliance checks and builds trust across departments.
Don’t Ignore Cost and Licensing Options
Government budgets change. So do document volumes. Go for a vendor that offers pricing models you can work with, like pay-per-document, enterprise licenses, or tiered plans that scale with your needs.
Choose a Vendor That Knows the Public Sector
Experience counts. Work with vendors that understand government workflows, multilingual content, older file formats, and procurement rules. It saves time and ensures smoother collaboration.
Future-Proof Your Compliance
Accessibility laws keep evolving. Choose a vendor that stays updated with changes and keeps improving the tool to match new standards. This way, you won’t have to switch tools every few years.
Best Practices for Government PDF and Document Remediation
Make Accessibility Part of Your Workflow
Start by setting clear policies that match ADA Title II and Section 508 guidelines. Choose remediation tools that are built for government needs, especially ones that automate the process and ensure strong compliance. Train your team well and make sure the tools fit smoothly into your daily document workflows. This will save time and help keep everything consistent.
Decide Between In-House Teams or External Experts
If you're part of a larger agency, having an internal accessibility team can make it easier to manage documents over time. But if you're working with a tight budget or small team, outsourcing complex remediation tasks to professionals can save time and keep your work accurate.
Use Standard Templates to Avoid Common Errors
Create official document templates that already include proper tags, headings, and placeholders for things like alt text. When everyone uses the same template, it becomes easier to keep documents accessible and avoid mistakes during formatting.
Keep a Close Watch on Accessibility Over Time
Don’t stop once a document is fixed. Set up regular audits using automated tools that provide clear reports. Use this data to fix problems early and improve your approach as you go. A little maintenance goes a long way in keeping things compliant.
Work with the People Who Use These Tools Every Day
Connect with disability advocacy groups and individuals who use screen readers or other assistive tech. Their real-life feedback can help you fine-tune your documents and make them more usable. It also shows the public that your agency is serious about accessibility and community involvement.
Closing Thoughts
PREP - Your Perfect PDF Remediation Partner!
Simplify accessibility, ensure compliance - discover how PREP makes PDF remediation effortless.
Key Takeaways
- PDF remediation tools help municipal governments make important documents accessible to everyone, including people using screen readers and assistive technology.
- These tools fix PDFs by tagging content properly, adjusting reading order, and making scanned files readable, ensuring compliance with laws like WCAG, ADA, and Section 508.
- The right software or service can save your team time, reduce errors, and improve transparency for public materials like forms, reports, and notices.
- Many tools offer cloud-based access, automation powered by AI, and options for manual review to handle both simple and complex documents.
- Choosing a tool that fits your team’s size, budget, and technical skill level helps you stay compliant and serve your community better without added stress.
