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5 Key Factors for Choosing the Perfect PDF Document Remediation Partner
Gokulnath B
April 1, 2024

5 Key Factors for Choosing the Perfect PDF Document Remediation Partner

In today’s digital landscape, ensuring the accessibility of your documents is no longer just a moral imperative, but a legal requirement. With over 1 billion people globally living with disabilities, and regulations like the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG) dictating accessibility standards, organizations face increasing pressure to make their digital content inclusive.

Among various document formats, PDFs pose a unique challenge. While convenient for sharing and archiving, they often contain PDF document accessibility barriers like embedded images without text descriptions, missing alternative text for tables and charts, and linear reading orders that impede navigation for assistive technologies. This is where PDF remediation services come to the rescue.

Table of Contents:

How to Choose the Perfect PDF Remediation Partner?

Navigating the vast array of PDF remediation partners can be a daunting task. From accessibility and compliance considerations to scalability and budget constraints, selecting the ideal partner requires careful assessment.

When selecting a partner, prioritize those with deep document remediation expertise, a rigorous multi-step process that includes both manual and automated solutions, cutting-edge technology, and unwavering security measures.

Let’s take a look at the five key factors to consider when navigating this crucial decision:

1. Expertise and Experience

Experience is a crucial aspect that determines the quality of work you receive from a company. A company that has worked on similar remediation projects and has gained expertise in the field will be able to provide you with the best services.

  • Look for a partner with a proven track record of successful PDF remediation projects, ideally spanning diverse industries and document types. 
  • Ask for case studies, client testimonials, and references to gauge their expertise in handling complex challenges and adhering to specific document accessibility solutions and standards like WCAG and Section 508.

According to the National Center for Education Statistics, over 14 million public school students in the United States have disabilities. Ensuring accessible PDFs can benefit a significant portion of your audience.

2. Process and Methodology

Transparency and a well-defined process are paramount. Choose a partner who outlines their remediation process clearly, including manual and automated solutions, quality assurance checks, and revision cycles. 

Inquire about their testing tools and methodologies to ensure compliance with chosen PDF accessibility standards.

3. Security and Confidentiality

Your data security is non-negotiable. A 2023 IBM report found that data breaches cost businesses an average of $4.45 million, highlighting the importance of data security.

Take the following steps to ensure that the company you choose has strict guidelines and security measures in place:

  • Ensure your partner offers robust security measures, including data encryption, secure file transfer protocols, and adherence to privacy regulations like GDPR and HIPAA. 
  • Verify their data retention policies and inquire about potential security audits they undergo.

4. Pricing and Scalability

Cost is important, but remember, cheap isn’t always the best. There are several factors to consider while deciding whether a company’s pricing fits your budget while also providing you with the quality of work your organization needs. 

  • Evaluate pricing models based on document complexity, volume, and turnaround times.
  • Choose a partner offering transparent pricing structures and scalability options to accommodate future growth and varied project needs.

5. Customer Support and Aftercare

Excellent customer service is invaluable. Opt for a partner offering dedicated support channels, clear communication strategies, and readily available technical assistance. 

Inquire about their aftercare services, including bug fixes, maintenance updates, and ongoing compliance monitoring.

Also Read: Unveiling PDF Accessibility: 6 Crucial FAQs You Should Be Aware of

Detailing a Robust PDF Remediation Process

Don’t settle for a one-size-fits-all approach. Seek a partner who offers a tailored experience with a clear process. Expect an audit & assessment, manual remediation for complex elements, efficient automated solutions for simpler tasks, thorough quality assurance testing, and seamless delivery & support for future needs.

A well-defined and transparent remediation process is crucial for efficient project completion. Seek partners offering a multi-step approach, typically involving:

  • Audit and Assessment: Identifying accessibility issues and tailoring solutions based on your specific needs.
  • Manual Remediation: Addressing complex elements requiring human expertise.
  • Automatic Conversion: Utilizing advanced tools for quicker remediation of simpler elements.
  • Quality Assurance: Rigorous testing and validation to ensure WCAG and Section 508 compliance.
  • Delivery and Support: Seamless integration of accessible PDFs into your workflows and ongoing support for future needs.

Going Beyond the Basics: PDF Remediation Best Practices

Accessibility testing isn’t just a compliance box to tick. Look for partners who go the extra mile, offering ongoing support, user testing, training & education, and integration with your existing workflows. Consider additional services like WCAG & Section 508 audits, document tagging, and alternative text optimization for a truly inclusive experience.

While the core factors are essential, consider these additional aspects for a well-rounded decision:

  • Turnaround Times: If deadlines are crucial, ensure the partner can deliver on time without compromising quality.
  • Communication and Collaboration: Choose a partner that fosters open communication, actively collaborates during the process, and readily addresses your concerns. Effective communication is crucial for a successful partnership. After all, A recent study indicated that 83% of employees feel their voices are not heard at work.
  • Technology and Innovation: Consider partners utilizing advanced AI-powered tools for automation and efficiency, ensuring they stay ahead of the accessibility curve.
  • Additional Services: Explore partners offering complementary services like WCAG PDF accessibility audits, training programs, and long-term accessibility strategy consultations.

The Impact of Accessible PDFs

Accessible PDFs open a world of opportunity. Empower individuals with disabilities to access crucial information, boost your brand’s reputation, improve SEO & website ranking, and mitigate legal risks. Remember, accessibility fosters diversity and inclusion, enriching your community and creating a more equitable digital landscape.

Investing in PDF remediation not only fulfills legal requirements and ethical obligations but also delivers tangible benefits:

  • Increased Reach and Engagement: Accessible PDFs enable wider communication and information sharing, expanding your audience and user base.
  • Improved Brand Reputation: Demonstrating commitment to inclusion fosters positive brand perception and builds trust with diverse stakeholders.
  • Boosted SEO: Accessible documents rank higher in search engine results pages, improving online visibility and accessibility for everyone.
  • Reduced Legal Risks: Mitigates potential legal risks associated with non-compliance with accessibility regulations.

Also Read: Understanding the Distinction Between PDF and Accessible PDF

In Conclusion

Choosing the right PDF remediation partner is an investment in a more inclusive and accessible future. By considering these key factors and seeking a partner that aligns with your values and objectives, you can ensure your digital documents stand the test of time and open doors for all.

Ready to make your PDFs accessible? Partner with Hurix Digital, the industry experts dedicated to delivering seamless, compliant, and user-friendly solutions.

Contact us today for a free consultation and experience the difference!