◆ Acrobat · compress

Standardize Descriptive Records

Create a consistent descriptive record for each accession by adding a header with accession number, collection title, …

2ready prompts
1real task
3roles
See the prompt↓More compress workflows

When to use it

real situations

AI prompts

2 ways to ask · copy any one
AExecute — “help me do it”Create a consistent descriptive record for each accession by adding a header with accession…+
Create a consistent descriptive record for each accession by adding a header with accession number, collection title, and date to the front of each accession PDF, apply bates numbering that matches the accession ID, and save a simple PDF form for future entries so researchers can find files reliably.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.
BImprove — “do it better”Make accession descriptions searchable and review‑ready for researchers: add a header with…+
Make accession descriptions searchable and review‑ready for researchers: add a header with accession number, collection title, creator, and date; include bates numbers that match our catalogue; convert a one‑page PDF form into a fillable metadata form capturing collection level fields; and test searchability on the discovery copy so catalogers don’t return it for edits.
when the reply comes backPush once: ask it to sharpen the weakest part, and to say what it assumed.

How to do it

the tool · the steps · what to avoid
  1. 1

    Open your PDF in Adobe Acrobat Pro.

  2. 2

    Add the Accessibility tools to your Tools pane if not already present.

    Best practiceYou can add the Accessibility tools by selecting the Tools tab, then finding Accessibility and clicking Add.

  3. 3

    Open the Tags panel by clicking on it in the left navigation pane or by selecting it from the View menu.

    NoteThis panel was formerly called the Tags panel.

  4. 4

    Expand the tag tree in the Tags panel to review the document's structure.

  5. 5

    Identify any missing or incorrect semantic tags for headings, lists, or tables.

    Best practiceUse the Reading Order tool for a visual overview of tag application and reading order.

  6. 6

    To add a missing tag, right-click the parent tag where it belongs, select Create Tag, and choose the appropriate type (such as H1 for a heading, L for a list, or Table for a table).

  7. 7

    To change an incorrect tag, right-click the tag, choose Properties, and select the correct tag type from the Type dropdown.

  8. 8

    Drag tags within the tag tree to correct their order or nesting as needed.

  9. 9

    Save your document after making all necessary tag corrections.

  10. 10

    Run Full Check from the Accessibility tools to verify that headings, lists, and tables are correctly tagged.

    Best practiceIf the Full Check reports issues, revisit the tag tree and adjust as needed.

You can right-click tags in the Accessibility tags panel to quickly add, rename, or change their type for better document structure.

This runs in the Acrobat app - there is no separate API for this task.

Glossary

words on this page
TagA tag is a label in a PDF that tells screen readers what each part is, like a heading or a list.ExampleA screen reader uses the 'heading' tag to announce the title of a section.
Alt TextA short description of an image or media for people who can't see it.
Reading OrderThe order in which a screen reader reads the content on a page.

The real tasks

the one, listed here
Make sure researchers can find the file they need by giving each accession a consistent, searchable descriptive record.

Who does this

3 roles
Accessibility SpecialistInstructional DesignerDocument Remediation Analyst

FAQ

about this task
  1. Open the PDF in Acrobat and go to 'Prepare for accessibility.'
  2. Run the Accessibility Checker to find images missing alt text.
  3. Select each flagged image and enter a short description in the alt text field.
  4. Save the PDF after adding alt text to all images.
PDF/UAWCAG
PDF-specific standard for accessibilityWorks for many formats, not just PDF
Focuses on PDF tags and structureFocuses on user experience and content
Often required for official PDF documentsRequired for web and digital content in general

Manual checking is important because auto-tagging does not always get the structure right. It can miss complex tables, reading order, or special content. Checking by hand helps make sure everyone, including people using screen readers, can understand the PDF correctly.

  • The Accessibility tool can tag scanned PDFs, but blurry scans may not be read correctly.
  • Text may not be recognized, so screen readers cannot read it.
  • It is better to scan documents clearly or fix the source before tagging.
  1. Open the PDF and go to 'Prepare for accessibility.'
  2. Use the reading order tool to see the current sequence.
  3. Drag or adjust the order of elements so they match how a person should read the page.
  4. Check with the Accessibility Checker to see if the reading order is now correct.
  5. Save the PDF after making changes.

Sources

where this comes from

Adobe help

Other guides

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