Accessibility testing of PDFs

Invoices, forms and contracts characterize everyday life, but many digital documents remain inaccessible. The focus is on accessible PDFs, supported by EU regulations and the Accessibility Improvement Act. Clean structures are crucial: clear headings, correct tags, alternative texts and robust tables to ensure that screen readers work reliably. Particular challenges arise with large collections: old files have to be transformed, checked and backed up in series, often in six to nine-digit quantities. Tools and standardized test procedures help, but real security can only be achieved through testing with affected users. Accessibility does not prove to be a compulsory exercise, but rather a quality lever: comprehensibility increases, errors decrease, content reaches more people.

Podcast Episode: Accessibility testing of PDFs

In this episode, I talk to Baris Güldali about accessibility in PDF documents. Not only websites, but also forms, contracts and invoices need to be accessible. Baris explains how to structure PDFs properly: Headings, tags, alternative texts, meaningful tables so that screen readers work reliably. It gets exciting with existing documents: transforming, checking, scaling - up to three-digit million quantities. We talk about tools, testing standards and why testing with those affected is essential. Important to me: it's not just about compliance. Good structure and comprehensibility increase quality for everyone.

"And the quality characteristics that are required there are also quality characteristics for people without restrictions. Good structure, comprehensibility, automatic processability." - Baris Güldali

Dr. Baris Güldali is a professionally networked method expert for classic and Agile software development with a focus on project management, Agile transformation and continuous quality assurance. His focus is always on the selection of suitable methods, their effective use for project success and the support of project staff.

His specialist knowledge is based on extensive practical experience in the management of complex projects and extensive research activities.

In addition to his professional commitments, he is a member of the steering committee of the specialist group Testing, Analysis and Verification of Software (TAV) in the Gesellschaft für Informatik e.V. (GI e.V.). For many years he was speaker of the working group for "Testing object-oriented programs" and "Model-based testing (TOOP/MBT)". He regularly gives lectures at renowned conferences (e.g. QS-Tag, German Testing Day, IT Tage, OOP) and is the author of numerous scientific and practice-oriented publications.

Highlights der Episode

• PDF accessibility also applies to forms, contracts and invoices
• Clean tags, headings, alternative texts and comprehensible tables enable reliable results in the screen reader
• Existing documents require transformation, automated checks and scaling to millions of copies
• Tests with affected persons are mandatory for real usability
• Accessibility increases quality and comprehensibility for all

Accessible PDF documents: More than law - a win for everyone

Accessibility goes beyond websites

When it comes to accessibility, many people think of ramps or elevators, perhaps screen readers for websites. But who thinks directly of PDF documents when it comes to accessibility? Richie, host of the podcast "Software Testing", didn't know himself at the beginning of the conversation with Baris Güldali. It was only during the exchange that he realized how important accessible PDFs are. Banks, insurance companies and other companies in particular often send contracts, invoices and notices as PDFs. If someone is blind or has another disability, their own participation quickly becomes difficult if these documents are not accessible.

What does accessibility mean for PDFs?

Baris explains that it is not enough to simply read out a PDF or make it look good. Accessibility means that everyone has access to the information in the document - regardless of any limitations. EU directives and corresponding laws currently stipulate that PDFs in the public and private sector must also be as accessible as possible. Accessibility is mandatory for new documents, but for old documents it depends on the individual case. Anyone who pushes hundreds of millions of PDFs through the system every day faces real challenges.

An accessible PDF must have a sensible structure. This includes

• Headings and clear sections
• Labeled tables
• Alternative texts for images
• Links within the document

Blind users often do not read a PDF from left to right, but have the content read out to them using a screen reader. It must be clear which date is under which column or what an image actually shows.

Tools and test techniques: Still room for improvement

In the web sector, there are many automated tools that find accessibility errors immediately. For PDFs, companies and organizations have to rely on other solutions. There are special appraisal tools, so-called screen readers and even programs that automatically check PDFs according to certain standards such as PDF-UA or WCAG. In large organizations, however, individual Java libraries and custom workflows are often developed to check and migrate volumes of PDFs.

However, problems arise time and again. PDFs that were actually built for a nice layout can rarely be converted into an accessible form automatically. The more chaotic the source document, the more manual work or conception is involved. Sometimes "only" text has to be retagged, sometimes templates have to be completely redesigned. Tables in particular, which serve as fancy layout aids, cause a lot of trouble later on during conversion.

The practice: organization, time and collaboration

Baris reports from projects in which sometimes hundreds of millions of documents had to be transformed. Converting a document can take many seconds. With many PDFs, the only thing that helps is to distribute the work across different systems - and the process still takes weeks.

Baris' team works not only technically, but also together with the specialist department and people with disabilities. Because it's clear that nobody sees all the errors from their own perspective. Blind users or people with other disabilities in particular provide important feedback on what is really usable - both on a technical and linguistic level.

Regulation as an opportunity - and as an attitude

Of course, the law is always in the background. Nobody wants to risk penalties. But Richie and Baris agree at the end of the episode: accessibility is not an annoying compulsory topic. It improves the quality of a document for everyone, not just people with disabilities. Good structure and clarity help everyone, including sighted people. Anyone who shows real interest creates a welcoming culture, as Baris himself has experienced when traveling by train or cruise ship.

Accessible PDFs are much more than just checkboxes for legislators. They are an invitation to everyone to take part in digital life. And in the end, each and every one of us gains structure, overview and clarity - regardless of our own abilities. Thinking about accessibility: it's worth it.