Services

This is the core of what we do. You send us PDFs that already exist on your website. We send back the same documents with the same content, made to work with screen readers and other assistive technology. We keep the look wherever we can. Some repairs show: a form that gains fillable fields, a scanned page with recognized text, or a color fixed for contrast can look or behave a little differently, and we tell you when it does.

Software proposes the structure and people make it right. Every PDF is machine-tagged, checked with veraPDF against the PDF/UA-1 requirements a machine can verify, and reviewed and corrected by a person on the exact file we deliver. You receive a before-and-after report for each file showing the automated results and the human review.

Typical documents: agendas, minutes, ordinances, budgets, audits, comprehensive plans, permit applications, notices, newsletters, and board packets.

What we fix in each PDF

• Tag structure so the document has real headings, paragraphs, and lists
• Reading order so a screen reader follows the page the way a sighted reader would
• Tables with proper header cells
• Alternative text for images, charts, seals, and signatures
• Fillable form fields with labels and tab order
• Document title, language, and bookmarks for long files
• Real text for scanned pages, using optical character recognition and proofreading
• Color contrast problems in the source, where we can fix them without changing the design

Most PDFs on a government website started life as a Word document, a spreadsheet, or a slide deck. If we fix the source file, the PDFs you make from it start out accessible, as long as later edits keep the structure (styles, alt text, table headers) and each PDF is exported with its tags: in Word, Save as PDF with "Document structure tags for accessibility" turned on, not Print to PDF. Check every new export before you post it; we can show your staff how.

We return the file in its original format, with styles, headers, alt text, and table structure in place, plus a short note on what changed so your staff can keep the file that way. Some fixes change the file's look or behavior, for example unmerged cells, a renamed sheet, or slide titles, and the note says so. Each file goes through our automated Office checks and a person's review. We can also deliver a matching accessible PDF, which is checked with veraPDF and reviewed as well.

Good candidates

• Templates your staff reuse: agenda templates, letterhead, meeting minutes, report shells
• Budget workbooks and fee schedules
• Board and council presentations
• Forms that residents download, fill in, and return
• Staff training decks for school districts

Before you can fix your documents you need to know how many there are. Most cities and districts are surprised. We crawl your public website, find the PDF and Office files it links to, and test each one.

The audit ends with a spreadsheet and a plain-language summary you can share with your council, board, or superintendent. It tells you what to fix first (starting with forms, applications, and anything people use to reach a service), which documents may fall under one of the rule's exceptions, and what the cleanup would cost. Whether to archive, replace, or retire a document is your decision, made with your records officer under your retention schedule; the rule's archive exception has specific conditions, and deleting public records is not a shortcut.

What the audit report includes

• A full inventory: file name, URL, page it is linked from, size, page count, and last modified date
• An accessibility result for each file: tagged or untagged, scanned image or real text, PDF/UA validation result
• A priority ranking based on whether people use the document to reach a service, how often it is used, and whether it is required by law to be posted
• A suggested action for each file (remediate, replace with a web page, or review for an exception or archiving) for your staff to decide under your records policies
• A fixed-price quote for the remediation work

The backlog is a one-time problem. New documents are a forever problem. Agendas, packets, and notices you post after your compliance date are not covered by the exception for older documents, so they need to conform when they go up.

On a retainer, your staff email documents to a dedicated address and get them back accessible, usually the same business day for routine items. You get a monthly report listing every file we handled, its automated results, and its human review. Keep it as a record of the work.

How the retainer works

• A set number of pages per month, sized to how much you actually post
• Same-business-day turnaround for agendas and notices sent before noon Central
• Rush handling for emergency meetings and public notices
• A quarterly re-scan of your website to catch anything that slipped through
• Month-to-month terms. No long contract.