In today’s digital landscape, accessibility is not just a legal or compliance requirement—it is a crucial aspect of inclusive design. As PDFs remain one of the most widely used formats for distributing digital documents, understanding the difference between scanned PDFs and accessible PDFs is essential for organizations that aim to serve diverse audiences, including individuals with disabilities.
Scanned PDFs: An Image Without Structure
Scanned PDFs are typically created by scanning physical documents using a scanner or a mobile device. These PDFs contain images of text rather than actual text elements. Visually, scanned PDFs may appear identical to digital text-based documents, but under the surface, they lack meaningful structure and metadata.
Because scanned PDFs are essentially just pictures of pages, they:
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Cannot be read by screen readers or assistive technologies.
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Do not allow text selection or search within the document. According to PDFs accessibility guidelines on TechBoltify, this limitation significantly impacts users who rely on assistive tools to access content.
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Often contain no document tags or logical reading order.
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Fail to meet accessibility standards such as WCAG or PDF/UA.
To make scanned PDFs usable for individuals who rely on screen readers, optical character recognition (OCR) must be applied. OCR technology attempts to identify and convert image-based text into actual text, but even then, the document may still lack proper structure and tagging needed for full accessibility.
Accessible PDFs: Designed with Inclusion in Mind
Accessible PDFs, on the other hand, are created or remediated with accessibility features that ensure all users—including those with visual, motor, or cognitive disabilities—can interact with the content effectively. An accessible PDF includes:
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Searchable, selectable text: Real, machine-readable text that can be read aloud or navigated using a keyboard or assistive technology.
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Proper tagging structure: Tags define headings, paragraphs, lists, tables, and other content types, establishing a logical reading order.
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Alt text for images: Descriptions for non-text content to support screen readers.
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Bookmarks and navigational aids: Features that make it easier to browse lengthy documents.
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Correct use of color and contrast: Ensures that content is perceivable for users with color blindness or low vision.
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Interactive form fields with labels: For PDFs that contain forms, accessible versions provide clear instructions and readable form controls.
Why the Difference Matters
The difference between scanned and accessible PDFs has significant implications. For users relying on screen readers, scanned PDFs are virtually unreadable. For organizations, distributing inaccessible PDFs can mean falling short of legal obligations such as the Americans with Disabilities Act (ADA), Section 508 in the U.S., or EN 301 549 in Europe.
Furthermore, accessible PDFs improve usability for everyone, including those using mobile devices, older adults, or users in low-bandwidth environments.
Conclusion
While scanned PDFs may serve as quick digital copies of printed materials, they do not meet the standards required for accessible content. Accessible PDFs go a step further by ensuring that all users—regardless of ability—can access, understand, and interact with the content. Investing in accessible PDF creation and remediation is not only a step toward compliance but also a commitment to digital inclusivity.
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