Tagged PDFs

A tagged PDF (Portable Document Format) is a PDF document that contains tags. Tags provide a logical structure that governs how the content of the PDF is presented through assistive technology. A properly tagged PDF, therefore, becomes accessible to everyone.

The websites, apps, and other digital offerings of most organizations contain PDF documents. The reason behind the ubiquity of PDF documents across most digital platforms is simple. This document format allows users to view, access, and share information irrespective of which device or environment they access it on.

In simple words, a PDF document retains its content and attributes regardless of the environment it’s viewed/accessed on. This format is fully portable, so to speak, hence the name “Portable” Document Format. This is where the beauty of the PDF lies. This is one of the primary reasons why organizations, both government and private, disseminate information to the general public through PDF documents.

But what about people with vision impairment? Since they cannot view the information presented in a PDF document as sighted people do, they rely on the “accessibility” of the PDF document. In other words, if a PDF document is to be read, used, or accessed by everyone, including people with disabilities, then it has to be accessible to everyone.

This is where the idea of a tagged PDF steps in.

What is a tag?

Simply put, a tagged PDF (Portable Document Format) is a PDF document that contains tags. So, what’s a tag?

Tags add behind-the-scenes coding to a PDF. Every tag identifies the type of content and stores some attributes related to it. In addition to that, tags also arrange the document into a hierarchical structure. This adds order to the content of the PDF (like headings, paragraphs, lists, footnotes, images, and tables).

Tags in a PDF document are pretty similar to HTML (HyperText Markup Language) code. Just like the latter, heading text goes into <H> tags, images go into <figure> tags, paragraphs of text in a PDF go into <P> tags, images go into <Figure> tags, and so on.

Why is tagging a PDF important?

One of the biggest advantages of a tagged PDF (Portable Document Format) is that it makes the document accessible to people with vision impairment. Assistive technology tools (like a screen reader) reads the information from the tags. Therefore, if a PDF isn’t tagged, there’s basically nothing to read. This is why properly tagging PDFs is critical.

Aside from making the PDF accessible, a tagged PDF has a few other advantages. For example, the content of a tagged PDF reflows seamlessly on devices with smaller screens, like smartphones and tablets.

A tagged PDF helps keep track of where items are in a particular document. This simplifies the review of workflows in documents.

How do you tag a PDF?

A PDF (Portable Document Format) document can be tagged in two main ways:

• Manual tagging
• Auto-tagging

Manual Tagging

If you are looking to tag a PDF manually, then you will require certain software tools. Adobe Acrobat Pro is the best tool for tagging PDF documents. One way is to use its Reading Order tool (in earlier versions this was known as the Touch-Up Reading Order, or TURO, tool).

Auto-Tagging

Auto-tagging is a process through which certain tools automatically tag PDF documents. In other words, an auto-tagging tool puts content in tags so that assistive technologies like screen readers and refreshable braille displays can read them.

However, any auto-tagging tool cannot guarantee 100% accurate tagging results. Any software vendor that states that their tool will auto-tag any PDF document automatically with no human intervention and meet 100% of the standard is just not giving you the full story. For the best outcomes and to manage the liability of non-compliance, it should be used in tandem with auditing and manual remediation.