PDF Standard ChangeWhite paper update

April 13, 2010

Standard Updated

• Standard: PDF: When to Use, Document Metadata,

Info Required for PDF Sections

http://yosemite.epa.gov/OEI/webguide.nsf/standards-

guidance/pdf-when2

What Changed?

• Breaking a large document into smaller sections is no

longer recommended or required at EPA.

• Guidelines for posting large PDF documents – there

are options.

– If you do decide to break a large document into smaller sections

there are now cover page requirements. Goal: identify the

document the section came from

– Don’t post the large one if divided into smaller sections.

PDF White Paper Update

• Guiding principles of the update:

– The PDF white paper contains guidelines and best practices to use

in conjunction with the standards.

– Keep it simple. If there was a simple way and a complex way,

recommended simple way.

– Don’t create redundant content.

What’s New

• Updated for current best practices

• Updated technical information for making a document 508

compliant

• Updated technical information for compressing file size

• Added information on how to prepare Microsoft product files to

create more accessible PDFs

– Add metadata

– PDF conversion settings

– URLs should include http:// to be converted

This workgroup recommends:

• Using Adobe Acrobat Professional because of the accessibility

components.

• Using the most recent version Adobe Acrobat Professional

because compression and accessibility has improved in each

version

• Saving to the most recent reader minus one.

• Use an original clean electronic document. Don’t scan

documents if an electronic version is available. Scanned

documents are not accessible without a ton of work.

Provide Comment

• This document has been distributed for comment to

the EPA Web Council, EPA Web Workgroup and

epawebowners list serve

• Please provide your comments to Judy Dew by COB

April 30, 2010

Posted URL

• Webguide: EPA Portable Document Format (PDF)

Standards

• Final will be posted at:

http://yosemite.epa.gov/OEI/webguide.nsf/design/pdf

_guidance

Contact:Judy Dew

dew.judy@epa.gov919-541-2987

PDF Web Council WorkgroupCharles Bert, Judy Dew, Ross Gilleland,

Michael Hessling, Jaclyn Kelly (BAH), Phoebe Stinson (BAH), Johnny Zimmerman Ward (E²

INC)