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Prepare Scanned Documents

Avoid using documents that have been scanned if at all possible.

A scanned document is actually one large image per page and a screen reader will see this as a blank page. Scanned documents are not accessible to screen readers without additional work that is often extensive. Instead of printing out and scanning a document and trying to create a PDF with it, it’s best to create a PDF directly from a source electronic document (like a Microsoft Word or Microsoft XL file).

To test if the document needs Optical Character Recognition (OCR):

Select a position using the Select Tool and try entering a letter. If it is a scanned document text can not be added or edited.

If a scanned document is the only option available, Text Recognition (also known as OCR) will need to be applied to the file before the document can be remediated for accessibility.

Menu:  Tools > Create & Edit > Enhanced Scans > Recognize Text

Run OCR on a scanned document

Depending on files size this process can take some time.

Contact Information

Web Services Team
Information Systems Department
County of Sonoma
2615 Paulin Drive
Santa Rosa, CA 95403
38.466385, -122.722706

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Introduction to Web Accessibility

Converting Documents to PDF's

Creating Accessible Word Documents

PowerPoint Accessibility

Regulatory Compliance Resources