Decide what belongs on the page
Put the facts needed to decide on the page: what the document is, whom it serves, its date, key points and next action. The file can contain detail, a printable version or a form to keep. If all useful information is trapped in the PDF, readers must download it before knowing whether it answers their question.
Avoid contradictory versions. Assign ownership to both page and file, and decide which is authoritative when facts change. The content operations guide
- Summary and date visible on page.
- File purpose explicit.
- Authoritative version named.
Make the document readable
Build the file with real headings, logical reading order, identifiable links and sufficient contrast. Tables should remain understandable and informative images need suitable alternatives. A scanned image of text is hard to navigate and use with assistive tools.
Check the file with keyboard navigation, zoom and a common PDF reader. Review document properties such as title, language and author or organisation where relevant. The accessible publishing guide
- Headings and reading order checked.
- Text selectable and legible.
- Document language and title set.
Label the download clearly
The link should say what opens, its format and, if substantial, its size. A descriptive filename also helps when the file is saved: use a meaningful subject and version instead of internal codes. Do not force a new window without a reason.
Google can index PDFs, but that does not remove the need for a useful HTML page around the file. Its official indexable file list confirms PDF support. Check that a public document opens without a login and has the right content type.
- Precise link label.
- Format and notable size stated.
- Public file directly accessible.
Manage versions and old files
Record title, effective date, owner and linking pages for every file. When it changes, update download links and inspect old URLs. An obsolete brochure can remain in search results or emails long after it disappears from navigation.
If an old version must remain accessible, label it clearly and point to the current one. Otherwise, choose a relevant redirect or response rather than leaving misleading information online. Review equivalents in other languages too.
- Version and date identifiable.
- Links and old URLs checked.
- Translations updated together.