Introduction
The PDF Document and Remediation Platform (PREP) is a cloud-based PDF and document remediation platform that simplifies and accelerates PDF remediation to ensure accessible communications among people with disabilities using assistive technology such as screen magnifiers, screen readers, and alternative computer input devices. PREP can assist any VT employee in creating PDFs compliant with VT Policy 7215 through time-saving automation integrated within the platform.
PREP can assist with PDF remediation to make your PDF documents accessible and ensure ALL content users have access to clear and effective communication materials.
Please watch this brief introduction to the PREP PDF remediation platform for an overview of the platform.
Contents
Instructions
Why Use PDF?
The creation of a Portable Document Format (PDF), was and is a step forward in making information broadly available. When creating new content, we encourage best practices and proactively design PDF documents to address the related digital accessibility challenges. We also encourage the use of alternative formats of documents, such as Microsoft Word or HTML, for increased accessibility. If the digital accessibility challenges in PDF persist, the PDF Document and Remediation Platform (PREP) can play a remediating role in making your PDF document accessible.
PREP accelerates the learning curve in making complex documents accessible by limiting the need for manual decision-making during remediation and incorporating existing approaches and best practices in accessible document design. This software will help our faculty or staff in creating accessible educational materials for use across various instructional environments. Specifically, PREP is featured with:
- Sophisticated AI-based auto-tag detection for PDF document remediation.
- Ability to tag nested lists and table of contents (ToC).
- Built-in optical character recognition (OCR) mode to recognize documents with poor quality or complex structures accurately, which helps remediate scanned documents.
- A cloud-based platform, making access available from any Mac and Windows computer or tablets with connection to the internet.
PREP Dashboard
PREP has a new dashboard environment accessible via Virginia Tech single sign-on (SSO). This updated platform includes four service models, accessible via distinct cards:
- PREP PDF Remediation Self-Service Platform: This platform enables users with assigned licenses to self-remediate their documents efficiently. Below are key details regarding access and licensing:
- License Usage Policy: Licensed users who have not accessed the platform within the past 3 months will have their license returned to the pool, allowing others to request access. These users can still utilize the other three service-model cards and may request a license again if needed.
- Deactivation Notice: Users set to have their licenses deactivated will have 24 hours to download all their remediated materials before access is fully revoked. To request additional time for downloading materials, please contact helen2@vt.edu.
- For New Users: This service card will initially be inactive. To gain access, new users must request access via the link on the card. The TLOS admin will review license availability before approving.
- AI-Powered Remediation: This advanced tool service remediates text-based PDFs. Note that this platform excludes documents with tables, complex charts, images, handwritten content, and mathematical equations or formulas. Once a user uploads and submits their PDFs, the remediation process takes about 2-3 minutes, and the user can download their file.
- Assigned PDF Remediation: This is a service for users with TLOS-assigned PDF credit remediation. Users can submit complex PDFs for vendor remediation, pending TLOS approval. The remediated file will then be returned to the user.
- Fee-Based Remediation Services
- Submission for Quote: Users can submit PDFs to Continual Engine to receive a quote within 1-2 business days, depending on the complexity of the PDFs.
- Approval Process: After receiving the quote, users must obtain approval from their department or college fund through HokieMart.
- Purchase Order/Transaction ID: Once approved, users will receive a purchase order number or transaction ID from their department's fiscal agent. This information must be sent to Continual Engine via email to authorize the remediation.
- Document Remediation & Invoicing: Continual Engine will remediate the documents. Upon completion, an invoice with the purchase order number will be issued to the fiscal department.
Please watch this brief introduction to the PREP new dashboard environment for an overview of the platform.
Requesting Access to PREP PDF Remediation Self-Service Platform
- Go to the PREP platform and log in with your Virginia Tech credentials.
- Locate the PREP PDF Remediation Self-Service Platform card and select Request Access.
- In the pop-up, select Request Access.
- After you select Request Access, Accessible Technologies will approve your access within 24 hours, and you will be able to access the self-remediation platform.
Logging into PREP
- Go to the PREP platform and log in with your Virginia Tech credentials.
- You will be directed to the PREP dashboard landing page.
- Select the service card that best aligns with your specific document remediation needs.
Getting Started with Remediation
- Go to the PREP platform.
- Select the Launch button on the PREP PDF Remediation Self-Service Platform card.
- Once the platform launches, hover over the icons on the left side of the screen to expand and view the menu.
- Select Upload File.
- Select the upload box to add your file(s), then navigate to the file and select it, or drag and drop the file into the upload area.
- Select Upload File.
- You can locate your files under PDF Documents on your dashboard.
- When the uploaded file has the Ready to Remediate status, select the PDF document title to access the Home page of the PDF document with automatic tags.
- Adjust the document using the function buttons on the Home page of the PDF before exporting it.
Please take a look at the documentation below for resources to assist you with navigating the PREP dashboard and start using the remediation and tagging processes.
Getting Help
Documentation
- PREP User Guide
- PREP Overview
- Continual Engine Training Videos
Resources
- Accessible Technologies PREP webpage
- Check out other Assistive Technology Software on the Accessible Technologies website.
- PREP Knowledge Base
- PREP FAQ
- Dax Castro’s Accessibility Level of Effort Guideline Matrix
Training & Support
Recommended Training
- Sign up for the PDF Accessibility course through the Professional Development Network.
- Click PREP Resources > PREP Training in the top navigation menu on the PREP platform.
- Browse the PDF Accessibility LinkedIn Learning Collection.
- View recorded PDN trainings on PREP
Support Options
- On the PREP platform, click the question mark in the top navigation menu to pull up the HELP options:
- Use Search for help to find articles about your topic.
- Click Contact us to submit a screenshot and description of your question.
- The ticket priority will be set by you. PREP support will:
- Respond according to the selected priority level and will categorize it as High, Medium, or Low priority.
- Review the ticket within 24 hours with the estimated time to fix or with a solution.
- Send a confirmation email to you that includes the severity level. Based on the level, you will receive a response in these time windows:
- Severity Level 1 (High Priority): 1 business day
- Severity Level 2 (Medium Priority): 2-3 business days
- Severity Level 3 (Low Priority): 3-4 business
- The ticket priority will be set by you. PREP support will: