Generally speaking, it is recommend using the Drupal content management system to create information as web pages rather than as PDFs. Even complex diagrams can be embedded inside web pages without linking off to a PDF. However hardcopy brochures and administration forms that require signature are generally best left in PDF.
PDFs can be good for complex formatting but here are some key issues:
- Aren’t responsive for display on small screen/mobile devices.
- Not as findable by search engines.
- Videos and feedback forms aren’t integrated (other than links to external web pages).
- Not as accessible for students with disability using screen readers.
- Aren’t as editable online compared to the web content management system. PDFs can’t be updated once the source word document is lost.
- There is no version control in mind of NSW state recording keeping requirements.
- Don’t have permanent vanity URLs such as i.e. https://student.unsw.edu.au/mindfulness compared to https://student.unsw.edu.au/sites/default/files/uploads/group37/ESA/guides/study-tips-online-study.pdf
- Content, broken links, misspellings, logos and branding are rarely checked or updated.
- The web user access to site search and web navigation is lost.
Also existing web pages can already be automatically exported as PDFs via existing ‘Print to PDF’ functionality.