Choose the format around the task
Residents should not have to download a document to find a phone number, opening hours, or a simple service instruction. HTML is often easier to read on small screens and maintain as information changes. A downloadable document may still be useful for printing or a fixed publication. Decide what the reader needs before selecting the format.
Inventory and prioritize
List current documents, their owners, purpose, usage where known, and whether equivalent information is available on a web page. Prioritize active forms, essential service instructions, current notices, and documents linked from important tasks. Do not silently remove records or assume an archive label determines legal treatment; check retention and accessibility obligations with the responsible team.
Remediate the source when possible
Request the editable source file. Use a logical heading structure, meaningful link text, appropriate alternative text, simple tables with identified headers, and a sensible reading order. Export to a tagged PDF and inspect the result. A scan generally needs accurate text recognition before its structure can be made usable.
Test the resulting document
A PDF checker is a starting point. Review reading order, text accuracy, table relationships, link purposes, and the experience of filling and submitting any form. Test keyboard operation and assistive-technology reading. A visually attractive PDF or a passed automated check alone does not establish accessibility.
Make the next document easier to publish
Provide staff with accessible source templates, a short pre-publication checklist, and an escalation path for complex material. State who owns updates and how corrected files replace old links. HiperFusion scopes PDF and document work separately from website remediation, based on the inventory and complexity.
Official references
HiperFusion provides technical accessibility services and does not provide legal advice. Explore our accessibility audit service or read more planning resources.