A document batch is easier to scope when the files are inventoried before remediation begins. Total page count matters, but it does not describe the number of templates, the amount of scanned material or the variety of tables and graphics.
Start with a list of the documents you actually need to publish or maintain. For each one, identify the owner, current version and intended audience. This prevents time being spent on a file that is about to be replaced.
Create a practical inventory
Record the filename, page count, language, document type and location of the editable source. Note whether the PDF has selectable text and flag forms, dense tables, diagrams or unusual layouts for review.
Include a field for the required accessibility target and any previous audit. If your organization has not specified the target, resolve that at the scoping stage rather than asking the supplier to infer it from a generic request for an “accessible PDF.”
Group files by structure
Separate recurring templates from one-off publications. Ten versions of the same form may share some remediation decisions, while ten unrelated reports may each need a different approach.
Do not assume repeated appearance means identical structure. A file exported from a different source or production process can behave differently even when the pages look similar. Send representative samples and include any known exceptions.
Supply the information behind the visuals
Charts and specialist diagrams often need input from the document owner. Provide the underlying data or an explanation of the point the image is intended to communicate. This gives a reviewer a basis for preparing or assessing descriptions.
If a table is available only as an image, provide the original spreadsheet if possible. Reconstructing the information from a low-resolution image can add effort and uncertainty that should be visible in the quote.
Establish a pilot and a change process
Choose a small pilot containing a typical document and at least one difficult example. Review its findings and delivery record before sending the full batch through production. The pilot can expose missing source files or unclear requirements early.
Freeze the production versions once the scope is agreed. If a department replaces a PDF during remediation, record the change and decide whether work should continue on the earlier file. Silent replacement makes it difficult to know which version the final report describes.
Plan the handoff back to publication
Agree filenames and version labels for the remediated files, and assign someone to replace the correct public copies. Keep the assessment evidence with the delivered documents so future updates can start from a known state.
COLONFILM's Batch package is $890 for up to 150 standard pages, and Publishing is $1,690 for up to 300. The number and complexity of files are confirmed before acceptance. Sending a good inventory makes that assessment more reliable and helps the budget reflect the documents that matter.
Send your source material for a written quote confirming the supported scope, final price and delivery schedule.
Explore PDF Accessibility Remediation for the scope and enquiry details. Continue reading: Why a PDF Accessibility Checker Pass Still Needs Review.