PDF Curation with the 4R Framework: Remove, Retain, Remake, Remediate
The Digital Accessibility team recommends following the 4R Framework to curate existing files.
The PDF Decision Path
Is the content current and necessary?
Does it serve a business need today?
Does it qualify for archiving?
Created before April 2026, never changing, used only for research or reference?
Can the content be rebuilt in a more accessible format?
Do you have the source file, or can the content work as a web page?
The PDF must stay as a PDF.
Remediation is the last resort for documents that cannot be removed, archived, or rebuilt.
1. Remove
The most efficient way to manage accessibility is to remove content that no longer serves a purpose. If a document is outdated, factually incorrect, or simply irrelevant to current university business, it does not belong on the public website.
Ask Yourself:
Does this document serve a purpose right now?
If the answer is “No,” remove it.
Superseded policies, old newsletters, flyers, and other outdated materials can surface in search results and may present a challenge for anyone trying to find current and accurate information. It’s not the user’s job to sort through old materials to find the most recent version.
2. Retain (Archive)
Under the new DOJ Title II ruling, we have a specific "archival content" exception. This allows us to keep certain older documents online without updating them, provided they strictly meet specific criteria.
Document Criteria:
- Timeline: Created or posted before April 24, 2026. (Documents used for current instruction or training would not qualify even if they were created before the compliance deadline.)
- Purpose: Maintained exclusively for reference, research, or record keeping.
- Location: Stored in a dedicated section clearly identified as an "Archive."
- Static: Unchanged since it was archived. (Any alterations or updates made after the archival date will nullify the archival exception.)
How to Implement a Compliant Archive
You cannot simply leave old files in your main folders. You must create a clear separation between active content and historical records.
- Create a Dedicated Folder: In the CMS, create a folder specifically named
/archive/or/history/. - Move the Files: Move the PDF files into this new folder.
- Create an Index Page: Build a landing page for this section (e.g., "Departmental Minutes Archive 2018–2023").
- Add the "On-Demand" Disclaimer: We cannot lock these files away completely. Every archive page must feature a visible link directing users to assistance if they cannot access the historical data.
"These documents are preserved for historical reference. If you need an accessible version of any file listed here, please contact digitalaccessibility@ttu.edu for assistance."
3. Remake
If your document is active content that does not qualify as an archive, the best outcome is to replace it with something more inherently accessible. Before investing time in remediating a PDF, ask whether it needs to be a PDF at all. Two paths can get you there.
Use the Source File
If you still have the original Word document or PowerPoint file, distribute that instead of exporting to PDF. Source files are easier to update, reflow naturally on mobile screens, and can be made accessible using built-in tools without the complexity of PDF tagging.
- Word documents support headings, lists, alt text, and reading order natively.
- PowerPoint files can include slide titles, reading order, and image descriptions.
- Use the built-in Accessibility Checker in Microsoft Office before sharing.
Convert to a Web Page
When the content works better as a web page than as a downloadable file, convert it to HTML. Web pages reflow for mobile screens, are searchable by default, and require no additional software to open.
- Mobile Friendly: HTML adapts to any screen size; PDFs do not.
- Searchable: Easier for search engines and internal site search to index.
- Natively Accessible: Proper HTML headings and semantic markup are accessible without complex tag structures.
4. Remediate
Remediation is the last resort. If a document must remain a PDF — for example, a form requiring a specific legal layout, or a file you cannot replace or rebuild — it must be fully compliant with WCAG 2.1 AA. This process is more time-consuming than the steps above, which is why it comes last.
Minimum Remediation Requirements:
- Tagging: The document must have a logical tag structure that defines headings, paragraphs, lists, and tables.
- Alt Text: All meaningful images require a text description. Purely decorative images must be marked as artifacts.
- Reading Order: The content must flow in a logical sequence when read by assistive technology.
- Color Contrast: Text must have sufficient contrast against its background to meet WCAG 2.1 AA minimums (4.5:1 for normal text).
- Document Title: The PDF must have a descriptive document title set in the file properties.
- Language: The document language must be declared in the file properties.
Sources & Regulatory Citations
Based on the DOJ final rule under Title II of the ADA (April 24, 2024). The 4R framework was adapted from the University of Illinois Urbana-Champaign 3R approach.
- The "Archival" Definition: 28 C.F.R. § 35.104
- The Exception: 28 C.F.R. § 35.201(a)
- The "On Demand" Requirement: 28 C.F.R. § 35.201 & § 35.160
Digital Accessibility
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Address
Texas Tech University, 2500 Broadway, Lubbock, TX 79409 -
Phone
806.742.2011 -
Email
digitalaccessibility@ttu.edu