How Inkable Docs Simplifies PDF/UA Compliance for Higher Ed

In the world of digital accessibility, the PDF/UA (ISO 14289) standard is the gold standard for universally accessible PDF documents. For universities and large organizations, achieving this standard is often a legal requirement. However, for those working within Google Workspace, the path to a compliant PDF is notoriously difficult.

Inkable Docs was built to bridge this gap, transforming a complex technical hurdle into a seamless, automated workflow.

The Google Docs Barrier

Google Docs is an excellent tool for collaboration, but its native accessibility features are remarkably limited. While it allows for basic headings and alt text, it lacks the deep structural controls required for true PDF/UA compliance.

The most significant issue occurs during the export process. When a user utilizes Google's native "Download as PDF" feature, much of the structural information—essential for screen readers—is stripped away or incorrectly mapped. The resulting PDF might look the same, but under the hood, it is often a structural mess.

The Knowledge Burden

Achieving PDF/UA compliance manually requires a staggering amount of specialized knowledge. A user must understand:

• How to correctly tag complex nested lists.
• The difference between decorative images and informative ones (and how to "artifact" the former).
• How to ensure logical reading order that differs from visual placement.
• Proper table header scope and data cell relationships.

The "Professor" Problem: Time and Patience

At universities, the primary creators of content are professors and staff. They are subject matter experts, not accessibility engineers. Expecting a faculty member to spend hours manually tagging a syllabus or a research paper is unrealistic.

The Inkable Solution: Inbuilt PDF Export

This is where Inkable Docs changes the game. Instead of relying on Google's limited export capabilities, Inkable Docs features an inbuilt, high-fidelity PDF exporter.

Beyond the Basics: Deep Structural Remediation

Inkable Docs doesn't just "fix" exports; it actively remediates the document structure using advanced AI and rule-based logic. Here are the key pillars of how we ensure every document meets the ISO 14289 standard:

1. Document Identity & Metadata

A PDF/UA compliant document must have a defined title and a specified primary language. Google Docs often leaves these blank in the underlying metadata. Inkable Docs automatically:

• Metadata Synchronization: Ensures the document title in your Google Doc properties matches the PDF Title tag.
• Language Tagging: Automatically identifies and tags the primary language (e.g., "en-US") so screen readers use the correct pronunciation engine.

2. Heading Hierarchy Intelligence

Screen reader users rely on headings to navigate. A skipped level (e.g., jumping from H1 to H3) is a compliance failure. Inkable Docs:

• Semantic Correction: Proposes fixes for skipped heading levels.
• Logical Order: Ensures the reading order matches the visual layout, even for complex multi-column documents.

3. Data Integrity in Tables

Tables are the most common source of accessibility errors. Inkable Docs identifies and tags:

• Header Scope: Automatically tags row and column headers so data cells are associated with their descriptors.
• Layout vs. Data: Identifies tables used for visual layout and "artifacts" them so they don't confuse screen readers.
• Merged Cell Warnings: Identifies merged cells that violate PDF/UA standards and suggests accessible alternatives.

4. Specialized Content (Equations & Drawings)

Standard alt-text tools often ignore embedded drawings or mathematical equations. Inkable Docs treats these as first-class citizens:

• Equation Descriptions: Prompts for descriptions of mathematical formulas.
• Drawing Alt-Text: Ensures that Google Drawings within the document are properly described or artifacted.

5. Visual & Navigation Accessibility

Compliance isn't just about tags; it's about the experience. Inkable Docs scans for:

• Color Contrast: Automatically flags text that doesn't meet WCAG contrast requirements against its background.
• Informative Links: Warns about "click here" links and suggests descriptive link text.
• TOC Tagging: Ensures that Tables of Contents are correctly tagged as navigation elements, allowing users to jump to sections instantly.

When a user exports through Inkable Docs, the software performs a series of background interventions:

• Automatic Artifacting: It identifies decorative elements and marks them so screen readers ignore them.
• Tag Preservation: It ensures that H1-H6 tags are correctly translated into PDF tags, maintaining the semantic hierarchy.
• Table Intelligence: It automatically identifies and tags table headers, ensuring screen readers can navigate data logically.
• Metadata Injection: It ensures the PDF includes required identifiers like document title, language, and the PDF/UA flag.