PDF Usage

Whenever possible, publish content as HTML

In most cases, web content should be published as HTML rather than as a PDF.

HTML is designed for the web. It works across screen sizes and devices, adapts to user preferences, and is generally easier to make accessible, maintain, and update.

PDFs can no longer be uploaded through Modern Campus CMS

PDF uploading has been disabled in Modern Campus CMS. This is intentional and reflects our preference for publishing web content as HTML whenever possible in order to meet the April 26, 2027 federal deadline for accessibility compliance. 

If you have information that is currently in a PDF and need to publish it on a website, consider whether the content can be converted to an HTML webpage instead. The college Marketing Office can help determine the best way to present the information on the web. You may reach out to them using the Issues Form.

PDFs may still be appropriate in situations where a fixed, downloadable document is an essential part of the content, however it must be made accessible. If you have a specific need to publish a PDF, please contact the college Marketing Office for assistance.

Why HTML is usually better

Publishing content as HTML provides several benefits:

• Better accessibility: HTML works well with screen readers, keyboard navigation, browser zoom, and other assistive technologies. Accessible PDFs are possible, but creating and maintaining them requires additional work.
• Better on mobile devices: HTML automatically adapts to different screen sizes. PDFs are typically designed around a fixed page size and can be difficult to read on smaller screens.
• Easier to maintain: Updating an HTML page means there is one source of information to maintain. Multiple versions of PDFs can remain online and create confusion about which information is current.
• Better user experience: HTML keeps users within the website instead of requiring them to open a separate document viewer or application.
• Easier to navigate: HTML supports familiar browser features such as scrolling, resizing text, finding content, copying text, and navigating by headings.
• Better search and discoverability: Search engines can index PDFs, but HTML generally provides a more flexible and effective way to organize and present web content.
• Better analytics: HTML pages provide more opportunities to understand how users interact with content.
• Smaller file sizes: HTML pages are often significantly smaller than equivalent PDF documents, which can reduce data usage and improve page performance.
• Easier to keep accessible: When content changes, an HTML page can be updated directly. An accessible PDF may require the document to be recreated and its accessibility checked again.

PDFs can be accessible—but they require extra work

A PDF is not automatically inaccessible. An accessible PDF should have appropriate document structure, including:

• Proper heading and paragraph structure
• Correct reading order
• Tagged lists and tables
• Meaningful link text
• Alternative text for images when needed
• Document language and title
• Accessible forms and interactive elements
• Appropriate color contrast
• No information conveyed solely through color
• Correctly tagged decorative content

Simply saving or exporting a Word document as a PDF does not guarantee that the resulting PDF is accessible, and often times means that it becomes less accessible.

PDFs also need to be checked and remediated when necessary. This can make them more time-consuming to create and maintain than equivalent HTML content.

Does the user need a PDF?

Before creating or requesting a PDF for the website, ask:

Does the user actually need a PDF, or do they simply need the information contained in the PDF?

HTML is generally the better choice when users need to read information on the website.

A PDF may be appropriate when users need to:

• Print a document while preserving its exact layout
• Download and retain an official document
• Complete or distribute a document in a fixed format
• Access a publication where the designed page layout is an important part of the content
• Download a document that is specifically intended to function as a file rather than a webpage

If the primary purpose is simply to provide information, publish that information as HTML instead.

Need help?

If you have a PDF that you need to publish, or you are unsure how to convert its content into an accessible webpage, contact the college Marketing Office. We can help determine the appropriate format and publishing approach.