Introduction
“Website accessibility testing.”
Ever typed that into Google? Maybe someone next to you has, eagerly clicking on a promising link to find the answers they need. It’s something millions of us do daily. Browsing websites, downloading documents and consuming information online.
But here’s a question we rarely stop to ask. How inclusive is that digital experience? Are those websites and documents truly accessible to everyone, including people with disabilities?
The reality might surprise you. Let’s peel back the layers and explore the often-overlooked world of document accessibility. Because what’s the point of information if not everyone can access it?
What is Document Remediation and Why it matters for Web Accessibility?
There is a lot of buzz around accessibility and how to make websites accessible for people with disabilities. But amidst all the focus on accessible web design, one critical element often gets overlooked – ensuring the documents hosted on these websites are accessible and readable for everyone. Think about it. Most downloadable documents on websites, whether they’re annual reports, financial statements or user manuals, are in PDF format. Yet, how many businesses ensure these documents are remediated and made accessible?
You might ask “What is Document Remediation?”
Simply put, document remediation is the process of making your documents, whether it is a PDF, Word, PPT, Excel or even InDesign files, compliant to accessibility standards of WCAG 2.1 & 2.2, PDF/UA and Section 508. It includes ensuring your documents are structured in such a way that assistive technologies, like screen reader users, can accurately interpret the content for people with disabilities.
Why is this important? For starters, integrating document remediation into your website accessibility strategy isn’t just about compliance. It’s about creating a user experience that is truly inclusive. Accessible documents enhance your website’s usability while also helping you meet accessibility laws and mitigate the risk of lawsuits and reputational damage. But the benefits don’t stop there. Proper heading structures, alt text for images and searchable text not only make documents navigable for assistive tech users but also improve search engine optimization (SEO). This means better rankings, increased visibility and a more user-friendly experience for all visitors.
If you have documents that need to be made accessible, check out our easy-to-use self-service portal, where accessing and managing accessible documents is a hassle-free process. Just Upload effortlessly, track progress, and download accessible versions—all in one spot. Start uploading now
All in all, ensuring your documents are accessible is a win-win for your business and the best part? Achieving it isn’t as daunting as it might seem. Let’s explore how you can get started.
Steps to improve Web Accessibility with Document Remediation
- Identify Accessibility Gaps – Begin by identifying accessibility issues across all documents on the website. This can be done by performing a comprehensive accessibility audit by an in-house team or partnering with accessibility experts who can do it for you. This will help you understand the gaps and create a plan to make these documents accessible.
- Craft a Tailored Remediation Plan – Once you have identified accessibility issues within your documents, create a detailed tailored action plan that prioritizes remediation of critical documents based on usage and importance. A structured action plan ensures smooth workflows and timely compliance with the accessibility standards.
- Add Alt Text for images – Though pretty basic, this is one of the most important and overlooked aspect of making your documents and in turn making your website accessible for people with disabilities. Simply add alternate text or descriptive text to images explaining what the image contains so that people with visual impairment can understand and know what is there in the image. Adding alt text also brings an added benefit. It helps search engines understand what is there in the image which in turn helps in better rankings on the page.
Read this blog on Adding Alternative Text Description to Images in a Word Document
- Use Logical Heading Structures – Clear and hierarchical heading structures (like H1, H2, H3) make documents easier to navigate for everyone, especially users relying on assistive technologies. Proper headings provide a roadmap of your content at a glance, helping users skim and understand the document’s flow without confusion.
- Ensure Keyboard Navigation – It is important to ensure that your documents should be fully operable by a keyboard. People with disabilities should be able to navigate your documents effectively using keyboard buttons without getting trapped or face inaccessible functions. Interactive elements like links, forms and buttons should be easily accessible without requiring a mouse.
- Tagging PDFs – Use PDF/UA standards to tag elements like headings, lists and tables. Adding a PDF tag does not change the visual appearance of the document, but it does provide an invisible layer that formats the document to work with screen readers. This makes it easier to extract text and graphics from a PDF file and helps screen readers display the contents of the files in the correct order.
Check this out – What is a tagged PDF?
- Commit to Regular Reviews and Updates – Accessibility is an ongoing process. You need to regularly review and update your documents to make sure it aligns with the evolving accessibility standards, technology updates and user needs. It is always advisable to implement accessibility in documents right from the beginning instead of retrofitting it afterwards. This proactive approach not only saves time and resources but also guarantees a more seamless and compliant document workflow.
Why Choose a Professional Accessibility Partner?
While some document remediation can be handled in-house, partnering with a seasoned accessibility consultant is the smart, efficient and results-driven choice. Why? Because accessibility isn’t just about fixing a few issues. It’s about ensuring comprehensive compliance, streamlining processes, and fostering long-term inclusivity. Think about it! Do you really want to invest countless hours of your in-house team’s time, only to find the work falls short of accessibility standards? An experienced accessibility partner eliminates this risk by bringing expertise, precision and a proven methodology to the table.
Our team of accessibility consulting experts, with more than 42% accessibility testers with disabilities, provide you with document accessibility services that not only ensure your documents are accessible but also ensures you have a strategic plan in place.
Conclusion
Improving website accessibility with document remediation is not just a compliance measure. It’s a commitment to inclusivity. By ensuring that all your downloadable documents are accessible, you enhance user experience, expand your audience, and demonstrate your brand’s dedication to inclusivity.
Don’t wait for accessibility issues to arise. Proactively integrate document remediation into your accessibility strategy and take a step towards a more inclusive web.
Ready to get started? Contact our experts at sales@247accessibledocuments.com to audit and remediate your documents today!
