How to make a scanned meeting agenda accessible.
Many offices sign the agenda, scan it and post the scan. On screen it looks fine. But to a screen reader, a search box or a phone, a scan is just a picture. Here is how to fix a scanned agenda, and how to stop the problem at the source.
Why a scanned agenda doesn’t work
A scanner saves a photo of the page. The words are part of the picture, so:
- a screen reader has no text to read aloud
- residents can’t search for an item or copy a date
- search engines can’t read the agenda
- text can’t resize or rewrap on a phone, so people have to pinch and scroll
WCAG 2.1 Level AA, the standard in the ADA Title II rule, expects real text, structure that assistive tools can read, and a sensible reading order. See which ADA Title II deadline applies to your office.
The best fix: start from the original file
If the agenda was typed in Word or a similar program, make the posted copy from that file instead of from a scan.
- Use the program’s built-in heading styles for the title and section names, not just bold text.
- Use real numbered lists for agenda items.
- Fill in the document title and set the language to English in the file properties.
- Export to PDF with accessibility tags turned on. In Word on Windows, choose Save as PDF, open Options and check “Document structure tags for accessibility.”
A signed paper copy can still go in your records. Ask your attorney which version your office treats as the official posting.
If all you have is the paper copy
- Recognize the text. Run optical character recognition (OCR) in your PDF software so the words become real text.
- Check the OCR against the paper. Look closely at names, dates, times, addresses and dollar amounts. OCR mistakes in these places mislead people.
- Add structure. Tag the title and section names as headings, agenda items as a list, and any table with header cells. Automatic tagging tools are a starting point; check and correct what they produce.
- Fix the reading order. Make sure a screen reader reads the page top to bottom, and not across columns or into the footer first.
- Handle images. Mark a seal or logo as decorative. If a signature matters, say so in text, for example “Signed by the board secretary.”
- Set the title and language in the document properties.
Check your work
- Run your PDF software’s accessibility checker, and fix what it reports.
- Then check by hand. Automated checkers miss problems such as wrong reading order or OCR mistakes. A free screen reader such as NVDA on Windows lets you listen to the agenda the way some residents will.
- Open the file on a phone and make sure it can be read.
Make next month easier
Agendas come out on a schedule, so a little setup pays off every month. Save an accessible agenda template, keep a short checklist next to it, and post from the original file. Consider also posting the agenda as a web page. See PDF or web page for public notices.
How Texas81 can help
Texas81 can fix a backlog of scanned documents, set up agenda templates and provide regular monthly help. Each job includes a findings report, and every document gets a human review. See document accessibility help, or see a sample before-and-after.
Common questions
Does OCR alone make a scanned agenda accessible?
No. OCR turns the picture into text, but the document still needs headings, lists, a correct reading order, a title and a language setting. The OCR text also needs checking for mistakes.
Do we have to fix old scanned agendas?
Older documents posted before your ADA Title II compliance date can be exempt unless people use them to apply for or access services. New agendas posted after the date are covered. Ask your attorney about your situation.
Is the automatic accessibility check in our PDF software enough?
No. It catches many problems but not all of them, such as wrong reading order or OCR mistakes. Check by hand as well.
Can we keep posting the signed copy?
You can keep the signed copy in your records. The version people read online needs real text and structure. Ask your attorney which version your office treats as the official posting.
Talk to Texas81This guide is general information, not legal advice. Texas81 is not a law firm and does not certify legal compliance. Confirm the requirements, dates and exceptions that apply to your office with your attorney.