Short answer: a scanned PDF is a picture of a page, so a screen reader finds no words to read and search finds nothing. The best fix is to post a PDF saved from the original file. If the scan is all you have, run text recognition (OCR) in Adobe Acrobat Pro, proofread it, then tag it.
Why towns have so many
Signed minutes, ordinances, resolutions, bids and handwritten forms often go through the office copier and straight onto the website. On the small-government sites we've checked, copier scans make up most of the documents with no real text at all. The file's own details often name the copier that made it.
How to tell if a PDF is scanned
- Try to select a sentence with your mouse. If you can't, or the whole page highlights like one picture, it's a scan.
- Press Ctrl+F (Cmd+F on a Mac) and search for a word you can see on the page. If nothing is found, there's no real text.
- In Acrobat or Reader, open Document Properties (Ctrl+D) and look at Application and PDF Producer. A copier or scanner brand is a giveaway.
Your options, best first
- Post a PDF saved from the original file. If the minutes were typed in Word, save that file as an accessible PDF (see how). This is quicker and more reliable than repairing a scan.
- If the scanned copy itself must be posted, make it accessible. In Acrobat Pro, run Scan & OCR > Recognize text, proofread the recognized text against the page (OCR misreads numbers, names and faint print), then tag it with Prepare for accessibility > Automatically tag PDF, and set the title and language.
- For handwriting, stamps and signatures, OCR won't help. Type out handwritten content that matters, and describe signatures or seals briefly in alt text.
Copiers that make "searchable PDFs"
Many office copiers can run OCR as they scan. That gives the file real text, which is a big improvement, but the result usually still has no tags, title or language, so it still needs the Acrobat steps above. Check your copier's scan settings for a "searchable PDF" or "OCR" option anyway: it makes later fixes much easier.
What about old scans?
Older scanned records may qualify for the archive or pre-existing document exceptions if they meet the conditions. See the archive exception. Anything people still use to apply for or take part in a service needs to be fixed.
See where your site stands
A free AccessClerk preview checks your first 10 pages in a real browser, lists the documents it finds and checks a sample of your PDFs, in plain English. No sign-up.
Check your site freeMore guides
- ADA Title II website rule: deadlines and a plan for small towns
- How to make agenda, minutes and form PDFs accessible
- Do old agendas and minutes need to be accessible? The archive and pre-existing document exceptions
- Website vendor or staff: who fixes which accessibility problems?
- How to check your website’s accessibility for free
This guide is general information, not legal advice. Talk to your attorney about how the rule applies to you.