Why Fillable PDF Forms Are Not Ideal for Accessible and Inclusive Public Documents
City of Bellevue strives to make resources accessible and user-friendly for everyone. While fillable PDF forms have been widely used for data collection, they come with a range of limitations, especially regarding accessibility, accessible technology compatibility, and cross-platform use. This article outlines these concerns and explains why webforms are generally a more effective, accessible choice.
1. Fillable Fields Are Lost When Uploaded to Drupal
When fillable PDF forms are uploaded to the Drupal content management system (CMS), their interactivity is lost when viewed on a browser—fillable fields become static and no longer function as intended. Users can only print the form or save a static version, requiring them to complete it manually, which contradicts the intention of providing a fillable document for easy online completion.
2. Adobe Acrobat Pro Dependency
Fillable PDFs created in Adobe Acrobat Pro require users to complete them in Adobe Acrobat. Other PDF viewers will not support these as interactive fields. Most users now rely on in-browser PDF rendering or third-party readers, which lack compatibility with Adobe-specific functionality. Additionally, many users don’t have the Adobe plugins required to make these forms work correctly within their browsers.
Even when disclaimers are added, we cannot control users’ software choices, and forms often come back incomplete, half-filled, or empty, introducing substantial gaps in data collection. By using fillable PDFs, we place an unintended burden on the public to use specific software—something City of Bellevue should avoid to ensure equitable access.
3. Increased Security, Records, and Accessibility Concerns
Fillable PDFs raise security and records management concerns, particularly for sensitive data. When completed, PDFs are often emailed back and forth, raising security risks, including data exposure and potential privacy issues. Additionally, not all fillable PDFs are accessible to users with disabilities, particularly those who rely on screen readers and other assistive technologies. In contrast, a well-designed webform can easily be made accessible and meet required standards, including WCAG compliance.
4. Printed Forms Lead to Handwritten Responses
If a fillable PDF form is printed, users will have to complete it by hand, resulting in handwritten responses that may be difficult to read and interpret. This introduces potential inaccuracies and data entry challenges for those processing these forms. Moreover, this increases the risk of user errors and processing delays, especially for information that would be more reliably and legibly captured via an online webform.
5. Signatures Require DocuSign Integration
For any PDF form that requires a signature that should hold legal weight, our city policy mandates the use of DocuSign, its approved electronic signature platform. To meet this requirement, having an ITD web team member create a DocuSign-compatible form or webform offers a smoother, streamlined process for both users and administrators.
6. Webforms Offer a More Accessible, Reliable Solution
For departments aiming to collect public information, a webform within the CMS offers a better, more accessible solution than a fillable PDF. Webforms are universally accessible across devices, compatible with screen readers, and compliant with accessibility standards. Webforms also provide:
Software Flexibility: Webforms can be filled out on any standard browser without requiring specific software, plugins, or downloads.
Direct Data Collection: Data is collected directly in the system, eliminating manual data entry and potential errors from handwritten forms.
Field Validation: Webforms support required fields, date formats, and other validation checks, ensuring consistent, high-quality data.
Security and Records Compliance: With data securely stored within the CMS, webforms provide better data security, privacy, and records management.
Given these limitations, departments using fillable PDFs should identify a new business process for data collection. A service request to the ITD web team can initiate the creation of a custom webform tailored to specific needs, ensuring both accessibility and usability for the public. Other acceptable business solutions may also be discussed through a consultation service request.
In summary, while fillable PDF forms may appear to simplify data collection, they fall short in terms of accessibility, compatibility, security, and usability. Webforms provide a more accessible, secure, and user-friendly solution, meeting the public’s needs effectively. For assistance or to submit a webform request, please contact the ITD web team.