Office of Accessibility

The E.A.S.Y. Accessibility Framework is a simple decision-making process for managing PDFs and other documents on university websites. Start by removing what is no longer needed, then review what remains to determine whether it should be kept, replaced, or remediated.

Step 1: Is the PDF current or necessary?
If the answer is no, remove it. If the answer is yes, move through the decision steps below.

No: Eliminate It    Yes: Go to Step 2

Step 2: Assess. Can it be archived?

Files created before April 2026 that are only needed for historical reference, audits, or record keeping.

Yes: Archive It    No: Go to Step 3

Step 3: Can this content be recreated or replaced in a more accessible format?

Can the content work as a web page, or do you have the original file (e.g. Word, PPT)

Yes: Substitute It    No: Go to Step 4

Step 4: The PDF must remain in its current format.

When a document cannot be removed, archived, or rebuilt in another format, remediation becomes the final step.

Yield Improvements - Use Adobe Acrobat Pro to improve the PDF's accessibility issues.

1. E — Eliminate

Remove outdated, duplicate, temporary, or unnecessary documents before spending time on remediation. If a file no longer supports a current business, academic, or student service need, it should not remain on the public website.

• Delete expired announcements, flyers, and event materials.
• Remove duplicate versions of the same document.
• Consolidate similar files into one current, accessible resource when possible.
• Do not remediate content that no longer needs to be online.

2. A — Assess/Archive

Review remaining documents to decide which should stay public and which can become archived.

• Does anyone still need this document for reference, records, or audits?
• Is there a newer or official version that replaces it?
• Could keeping it public cause confusion with current information?

If the document is needed only for historical or record keeping purposes:

• Move it to a designated archive location. The archive area should include a brief notice such as: “These documents are for record keeping purposes. For an accessible version, please contact [designated departmental person's email address] for assistance *Note: Updates made to the documents after the archival date will invalidate the archival exception.
• Remove links from public-facing web pages.
• Clearly label archived files with status and date (e.g., “Minutes Archive 2016-2021”).

3. S — Substitute

When possible, replace the document with a more accessible option. In many cases, the best solution is not to keep the PDF at all, but to provide the information in a format that is easier to access and maintain such as a webpage or the original source file.

• Replace outdated files with current accessible versions.
• Convert routine informational content into an HTML web page when appropriate. HTML is the most accessible choice for routine informational content.
• Use the original source file (e.g. Word, PPT) or remake it in this format as it is less complex to make accessible than a PDF.
• Use forms or templates designed with accessibility in mind.

4. Y — Yield Improvements

If the document must remain in its current format and no suitable replacement exists, remediate it before publishing or republishing it online.

• Verify headings and document structure.
• Check reading order and tags.
• Add meaningful alternative text for images.
• Use descriptive link text.
• Review tables, lists, and form fields for accessibility.

For guides and video tutorials on remediating PDFs, see the resources below:

• TAMIU eLearning's Acrobat Pro PDF Accessibility guide
• Watch TAMUS's Accessible PDFs video tutorial starting at time stamp 2:51.

References

The E.A.S.Y. Accessibility Framework is based off of the Department of Justice's (DOJ) final rule updates for Title II of the ADA and adapted from Texas Tech University's 4R framework.