What Does a PDF Accessibility Software Do?
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Tagging
PDF accessibility software helps ensure that all elements in your PDF, like text, images, tables, and headings, are properly “tagged” or labeled so they’re accessible to assistive technology. When creating a document in programs like Microsoft Word or Google Docs, it's fairly easy to make it accessible by adding headings, tagging images with alt text, and labeling tables. However, many labels or “tags” don’t transfer over when these documents are saved as PDFs. This can leave assistive tools unable to interpret parts of the document correctly or, worse, skip over them entirely.
Solution: To solve this, PDF accessibility software like PREP, simplifies the process of PDF and document remediation. This involves a process where you can review and adjust tags to make sure each element of your document is accessible. This software enables you to fine-tune the PDF structure—assigning alt text to images, organizing headings, defining reading orders, and properly tagging lists and tables—so it all flows naturally and logically for readers using screen readers or other assistive devices.
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Coding
For those not familiar with PDF coding or tag structures, diving into the raw coding of a PDF can feel overwhelming. Even for those who understand tag trees, the manual process can be tedious and time-consuming.
Solution: Accessibility software simplifies and speeds up PDF remediation, making it manageable for people with little to no experience in digital accessibility or coding, allowing them to create PDFs that are accessible to everyone.
How to Select the Best PDF Accessibility Software
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Accessibility Standards Compliance
Start by checking that the software aligns with established accessibility standards like the Web Content Accessibility Guidelines (WCAG 2.2 AA) and Section 508 of the Rehabilitation Act. Seek out tools that advertise features for accessibility compliance, as this ensures your documents will meet both legal and ethical requirements.
- PREP’s PDF and Document Remediation Platform can be of great use as our AI-enabled model helps your documents become compliant with all the necessary accessibility standards. Our remediation output fully meets ADA, Section 508, and EAA regulations, as well as WCAG 2.2 AA standards. By choosing PREP, you minimize legal risks and actively support diversity, equity, and inclusion (DEI) efforts. This commitment boosts engagement and creates fresh opportunities for business growth.
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User-Friendly Interface
An intuitive, user-friendly interface can spare you time and hassle. Choose software that’s easy to navigate and doesn’t demand hours of learning. Whether you’re a beginner or a seasoned pro, the ideal PDF accessibility tool should make it simple to accomplish what you need without unnecessary complexity.
- PREP’s user-centered design makes it incredibly accessible for beginners, part-time staff, or new users to dive right in—no previous remediation experience is needed. The software empowers accessibility experts with advanced features while providing an easy onboarding experience for newcomers and non-specialists alike.
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Automation Features
Automation can be a huge time-saver in creating accessible PDFs. Opt for software that offers automatic tagging, reading order adjustments, and accessibility checks to catch common issues. These features not only simplify your workflow but also help maintain consistent accessibility across all your documents.
- PREP’s document remediation software leverages advanced AI-driven auto-tag detection of up to 90% to significantly streamline the tedious process of tagging nested lists and tables of contents (ToC), reducing turnaround time by over 60%. Additionally, it incorporates screen reader text output per page, providing a page-by-page preview of how content will be perceived by screen reader users. This feature enables early identification and resolution of accessibility issues, ensuring a more efficient workflow and a seamless experience for end-users. With each review, PREP’s intelligent system delivers increasingly accurate results, further enhancing document accessibility.
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Cost-Effectiveness
Consider the pricing structure of the PDF accessibility software carefully. Depending on your budget and requirements, explore various pricing tiers to find the right fit. Look for options with transparent pricing, no hidden fees, and a solid balance of features that provide real value for the cost.
- Scaling document remediation can quickly become complex and costly. With PREP’s advanced AI, you can achieve significant cost savings by cutting down the manual effort required for remediation, whether you handle it in-house or outsource it to our team at Continual Engine for larger projects.
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Comprehensive Support and Resources
Select a software provider that delivers strong customer support, along with tutorials and resources to help you maximize the software’s capabilities for creating accessible documents. Having comprehensive support on hand can be invaluable when you face challenges or want to learn best practices.
- PREP’s PDF and document remediation platform gives accessibility experts advanced capabilities while making it easy for new users or non-experts to get up to speed quickly.
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Processing Capabilities
If you handle large volumes of PDFs, batch processing is a must. This feature lets you automate the accessibility tagging for multiple documents at once, saving time and ensuring uniformity across all your files.
- PREP’s cloud-based PDF remediation platform enables seamless collaboration for you and your team, whether you're tackling large documents or urgent accessibility projects. From assigning documents for quicker remediation to driving accessibility initiatives across the organization, PREP’s collaboration tools speed up the process and enhance efficiency.
