Summary
DocAccess automatically generates an accessible, web-based version of PDFs on Bellevue College websites. No configuration is required from website managers.
Before You Post a PDF
Wherever possible, publish content directly on a webpage instead of as a PDF. Web pages are more accessible, easier to update, work better on mobile devices, and do not require any additional tools to read. PDFs should be reserved for documents that genuinely need to be downloaded or printed, such as official forms or documents that must preserve a specific layout. Also evaluate if a different format (like a Word document with editing disabled) could serve the same purpose.
When a PDF is the right choice, make sure it is accessible before you post it. DocAccess improves how PDFs are presented to visitors and serves as a 'stop gap' for documents that were not originally accessible, but it is not a substitute for a well-structured source document. PDFs should have:
- Proper heading structure
- Descriptive alt text on images
- Readable reading order
- A document title set in file properties
- Pass the automated Accessibility Checker in Adobe Acrobat Pro
Note: For help creating accessible PDFs, refer to the BC Digital Accessibility website.
How It Works
When a visitor clicks a PDF link on a Bellevue College website, DocAccess intercepts the request and displays the document through an accessible viewer. This happens automatically — you do not need to do anything differently when uploading or linking PDFs in WordPress.
In some cases, such as for newly uploaded documents or rarely used documents, the visitor may be presented with a button to request creation of the accessible transcript view. In this case they have the option to enter their email to have the document sent to them when processing is complete. In most cases processing takes around 10 minutes.
What Visitors See
The DocAccess viewer provides two ways to read a document:
- Accessible Transcript View — A structured, web-page-style version of the document that works better with screen readers, keyboards, and mobile devices
- Original PDF View — The original file layout, useful for printing or exact formatting
The viewer also includes the following tools:
- Document Outline — A table of contents generated from the document's headings
- Search — Find text within the document
- Download — Download the original PDF file
- Live Assistance — Connect to a free live assistance session, where an assistant can help navigate the document
Your Responsibilities as a Website Manager
- Uploading and linking PDFs in WordPress as you normally would
- Reviewing the accessible transcript view for accuracy issues
- Forwarding accuracy issues to ITS for resolution within DocAccess
How To: Request a Site Exemption
In most cases, DocAccess should remain active. If your site has a specific, documented reason why DocAccess is not appropriate, you may request an exemption through the ITS Service Desk.
An exemption may be appropriate if:
- Your site serves interactive or fillable PDF forms that break or behave incorrectly in the DocAccess viewer
- Your PDFs are already fully remediated to PDF/UA or WCAG 2.1 AA standards and the viewer interferes with that experience
- Your site serves a specialized audience with documented requirements that the DocAccess viewer does not meet
An exemption is not appropriate if:
- You prefer the way PDFs looked before
- Your PDFs are not yet accessible and you want to avoid the viewer
- You are unsure whether DocAccess applies to your site
Note: Exemptions are reviewed on a case-by-case basis and are not guaranteed.
- Go to the ITS Service Desk website
- Submit a ticket with your site URL and a clear explanation of why the exemption is needed
How To: Report a Problem
If a PDF is not displaying correctly in DocAccess, submit a ticket to the ITS Service Desk and include:
- The page URL where the PDF is linked
- The direct URL of the PDF (right-click the link → choose Copy Link Address)
- A brief description of the issue (e.g., missing content, incorrect reading order, viewer not loading)
Frequently Asked Questions
Why does this PDF look different than it used to?
DocAccess now displays PDFs through an accessible viewer. The original file has not changed — visitors can still download it using the Download button in the viewer.
A visitor says they can't access part of the document. What do I do?
Submit a ticket to the ITS Service Desk with the page URL, PDF URL, and a description of what the visitor reported.
Why are there no images in the accessible transcript view?
The accessible transcript view is designed to display all content in a text-only format. Images are described, but not shown.
Can I use DocAccess in other places (SharePoint, Canvas, Email, etc)?
Currently DocAccess is only available for documents that are uploaded to the Bellevue College website. You can, however, link directly to the accessible viewer from an email or SharePoint page, as long as the document itself is public on the website. We hope to make DocAccess available in Canvas in the future.