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Proposal

PDF Remediation - Keep Up Only · Selected products

Prepared for Bethany Holder, Cotswold District Council

Prepared by Will Batchellor · will.batchellor@reciteme.com Valid until 4 December 2026

Reference RM-20261104-CDC v1 · issued 4 November 2026 Prepared by Will Batchellor · will.batchellor@reciteme.com Valid until 4 December 2026

Executive summary

Cotswold District Council is managing a substantial digital estate, with nearly 6,000 PDFs comprising more than 134,000 pages. Checking and correcting documents falls largely to Beth alongside wider website and communications responsibilities. The demonstration highlighted underlying accessibility issues that can remain undetected through the current checks, despite the work already being undertaken.

Based on the scale of this estate and the investment required, our recommendation is to prioritise new documents through a three-year Keep Up remediation programme. Remediating the entire historic backlog now would, in our view, be a disproportionate initial investment.

With approximately 17,000 new PDF pages projected annually, Keep Up would establish a funded programme for addressing accessibility as documents are published. Remediation reports and review of the outputs would provide evidence of improvements, reduce repetitive administration and support more consistent access for disabled and vulnerable residents. The three-year term also lowers the annual price compared with the initial estimate.

Historic content would remain subject to a separate review, including what should be retained, removed or prioritised because residents need it. Where the Council’s documented assessment supports a disproportionate burden claim, this should be explained in its accessibility statement, with accessible alternatives available when needed. Historic remediation could be added later as priorities and resources change.

Visits a month Pages PDFs

Pages 60,000 across the estate

PDF pages 134,688 ≈ 17,000 new a year

72,000 60,000 5,901

across 1 website

documents found

Set by PSBAR 2018 and Equality Act 2010.

PSBAR 2018

Public sector websites and apps must meet set accessibility standards and publish an accessibility statement.

Equality Act 2010 Public sector websites and apps must meet set accessibility standards and publish an accessibility statement.

A legal duty to make reasonable adjustments so disabled people are not disadvantaged, online included.

Products without a full programme

The products you've chosen, without a programme of checks.

Selected products

Products without a full programme The products you've chosen, without a programme of checks.

Document Remediation

PDF Remediation (keep-up) £13,600

Remediates new PDFs as they're published, so your backlog stops growing. a year

17,000 new pages a year

Subtotal a year £13,600

Recurring a year £13,600

One-off £0

Contract total · 3 years £40,800

3 years, paid annually in advance.

Thank you, Beth, for sharing the challenges so openly and taking the time to explore the options.

I nese proposals, together with the demonstration examples and portal screenshots, will support your discussion with your manager on Friday 6 November. Our follow-up the following week will be an opportunity to review that feedback, answer outstanding questions and agree whether there is a suitable, affordable route forward.

If an option is approved, the next steps will be to confirm document volumes, agree priorities and any phased approach to historic content, and set an implementation timetable with the relevant colleagues.

Tell us which option suits you, or what you'd like changed, and we'll update this proposal.

We send an order form for the agreed option, with your legal and billing details.

Your customer success manager sets up the products and agrees priorities with your team.

Your customer success team reviews how the products are being used and agrees next steps with you.