PDF or web page: which is better for public notices?
Most offices post notices and agendas as PDFs because that is how they are printed. A web page is often easier for residents to use, especially on a phone. Here is how the two compare, and a simple pattern that gives you both.
The short answer
For reading on a phone, searching and using assistive tools, a well-built web page usually works better than a PDF. PDFs are still useful for printing, signed records and long reports. Many offices get the best of both by posting the notice as a web page and linking an accessible PDF from it.
How they compare
| What matters | Web page | |
|---|---|---|
| Reading on a phone | Text rewraps to fit the screen | Often needs pinching and scrolling |
| Screen readers | Works well when built with headings and lists | Works only if the file is properly tagged |
| Search | Easy to find on your site and in search engines | Findable if it contains real text; scans are not |
| Corrections | Edit the page; the link stays the same | Replace the file and check every link to it |
| Printing | Prints, but layout varies | Prints exactly as designed |
| Signed or official copy | Not suited to signatures | Suited to a signed record |
What Texas law says about posting online
Under the Texas Open Meetings Act, Government Code Section 551.056, certain governmental bodies that maintain a website must post their meeting notices and agendas on it, in addition to the usual physical posting. The list includes municipalities, counties, school districts, junior college districts, development corporations, regional mobility authorities, certain joint boards, and districts or authorities created under Article III, Section 52, or Article XVI, Section 59, of the Texas Constitution. Notice of a meeting generally must be posted at least 72 hours before it.
The law sets what must be posted and when. Ask your attorney which format your office should treat as the official posting, and read the current text on the Texas statutes website.
When a PDF makes sense
- A printable form someone fills out by hand
- A signed resolution, order or contract kept as a record
- A long budget or audit with complex tables
Any PDF you post still needs real text and accessibility tags. See how to make a scanned meeting agenda accessible.
When a web page is better
- Meeting notices and agendas residents check on a phone
- Notices that may change, such as a rescheduled meeting or a boil water notice
- Information people search for, such as fees, hours or how to apply
A pattern that gives you both
- Create one web page for each meeting, with the date, time, place and agenda items as real text.
- Link the accessible PDF, and the signed copy if you post one, from that page.
- Keep a meetings page that lists upcoming meetings first, followed by past meetings by year.
- When a meeting is changed or cancelled, update its page so the old link shows the new information.
Texas81’s sample meeting agenda page shows what a web version of an agenda can look like. It uses fictional information.
Common questions
Do PDFs on our website have to be accessible?
Under the ADA Title II rule, PDFs and other documents you post after your compliance date need to meet WCAG 2.1 Level AA. Some older documents are exempt unless people use them to apply for or access services.
Is a web page automatically accessible?
No. A web page also needs headings, lists, enough color contrast, descriptive links and keyboard access. It is usually easier to get right than a PDF.
Should we stop posting PDFs?
Not necessarily. PDFs are useful for printing and signed records. Posting the notice as a web page with an accessible PDF linked from it gives residents both.
Which governmental bodies must post meeting notices online in Texas?
Government Code Section 551.056 lists bodies that maintain a website, including municipalities, counties, school districts, junior college districts, development corporations and certain districts and authorities. Check the current statute and ask your attorney.
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.
Sources: ADA.gov: Fact sheet on the web and mobile app rule · Texas Constitution and Statutes