Definitions

PDFs provide some benefits when used appropriately. PDF should not be used for short documents (< 5 pages) unless retaining the format is important. PDF files must include basic document metadata to improve search results.

Content Requirements

• Do not recreate PDF content in HTML then link to the PDF.
• When linking to a PDF, follow the PDF Linking Standard.
• Metadata is required.
  • After creating a PDF, follow the metadata directions and complete these fields in the document properties menu:
    • Title
    • Author
    • Subject
    • Keywords
  • What should go into these fields? Follow the metadata instructions
  • How to complete these fields:
    • Open the PDF in Adobe Acrobat and then choose File > Document Properties (or press Ctrl-D)
      1. Select the "Description" tab.
      2. Enter the information required above.
• There is no requirement to break a large document into smaller sections. If you do divide a document, then create a title page for each section or add this information as a footer/header. Include:
  • EPA logo or "U.S. Environmental Protection Agency" spelled out
  • Title of full document
  • Title of chapter/section/appendix or description of what the section (file) contains (e.g., "Final Rule: pages 750-828")
  • EPA publication number of full document, if applicable
  • Date of document (month and year)

Guidelines for posting large PDF documents

There is no file size limit on posting large PDF documents, but if your file is over 50 MB, you should consider the document content and the expected audience and determine if chunking the document might be helpful.

If a file size is > 50MB these are recommended best practice options:

1. Chunk the document to make it usable (chunking how to is in the white paper)
2. Put up an HTML page that contains the Title, Executive Summary
   1. Post the document to an FTP site
   2. Add information on how to order the document on DVD or CD.

The choice should be based on what can you or your web team can readily manage.

See Also:

You will need Adobe Reader to view some of the files on this page. See EPA’s About PDF page to learn more.

EPA PDF White Paper (PDF) (46 pp, 901 K): This document contains comprehensive information about PDF that shares best practices to address:

• accessibility and usability concerns
• completing metadata information to aid EPA's and other search engines
• reducing file size
• dealing with scanned documents
• How to Create Web-ready PDFs from Word, Excel, and PowerPoint files
• Checklist for Using PDFs on the Web

About this Standard:

Effective date: 02/17/2010
Date approved: 09/12/2012
Web Council review by: 09/02/2014 (or earlier if deemed necessary by the Web Council)