PDF & Document Remediation: Why Is It Necessary for Improving My Website’s Accessibility?
From menus to medical forms, making PDFs accessible is no longer optional—it’s essential.
In today’s digital landscape, website accessibility has never been more important than ever. Businesses are increasingly recognizing the need to ensure that their online presence is inclusive for all users, including those with disabilities.
While most discussions about website accessibility focus on the main site itself, there is often a crucial element that gets overlooked: the remediation of documents and PDFs.
This blog will explore why document remediation is necessary for improving your website’s accessibility and how it impacts your overall compliance with the Americans with Disabilities Act (ADA).
Understanding Document Accessibility
When we talk about website accessibility, we typically think about the main content displayed on the website. However, many users also rely on downloadable documents, such as PDFs, Word files, and Excel spreadsheets, for information. If these documents are not accessible, they can create significant barriers for individuals with disabilities, particularly those who use assistive technologies like screen readers.
What Does Document Remediation Involve?
Document remediation entails ensuring that your documents meet accessibility standards, mainly the Web Content Accessibility Guidelines (WCAG).
This includes:
- Tagging PDF documents to ensure that assistive technologies can read the text correctly.
- Providing alternative text for images within the documents so visually impaired users who cannot see the images can understand the content.
- Ensuring proper reading order for text, lists, and tables to create a logical flow for screen reader users.
- Checking for color contrast and font size to ensure readability.
- Including navigational elements like bookmarks or links within the document to facilitate easier navigation.
The Importance of Accessible PDFs Across Industries
In today’s digital landscape, businesses across all industries rely on PDFs for critical communication. However, inaccessible PDFs can exclude individuals with disabilities, exposing organizations to legal risks and reputational damage. Here’s a quick overview of the types of PDFs that should be accessible by industry:
- Hospitality and Restaurants
- Menus, allergen info, and event packages.
- Real Estate
- Property listings, leasing agreements, and disclosure forms.
- Healthcare
- Patient intake forms, consent documents, and care instructions
- Education
- Enrollment forms, syllabi, and financial aid documents.
- Government and Legal
- Tax documents, court filings, and public notices.
- Retail and E-commerce
- Product catalogs, return policies, and warranty forms.
- Finance and Banking
- Loan applications, account forms, and annual reports.
- Transportation and Travel
- Schedules, forms, and safety guidelines.
Why Is Document Remediation Necessary?
- Legal Compliance:
One of the major reasons for remediating documents and PDFs is legal compliance. The ADA requires that businesses provide equal access to information for individuals with disabilities. Failing to ensure that all content, including downloadable documents, is accessible can expose your business to potential lawsuits. In recent years, many organizations have faced legal action due to inaccessible documents, which has led to costly settlements and damage to their reputation.
The Department of Justice (DOJ) requires all Title II entities—state and local governments—to ensure their websites, digital content, and public-facing services comply with the Americans with Disabilities Act (ADA). Under Title II, these entities must provide equal access to programs, services, and activities for individuals with disabilities. This includes ensuring that digital content, such as websites, documents, and forms, is accessible to users of assistive technologies like screen readers.The DOJ emphasizes conformance with Web Content Accessibility Guidelines (WCAG), typically at the 2.1 AA standard, as the benchmark for accessibility. Non-compliance not only undermines inclusivity but also exposes Title II entities to legal risks and DOJ enforcement actions. Accessible digital services are crucial for providing equitable access to public services such as voter registration, permits, educational resources, and emergency information. - Inclusive User Experience:
It’s vital to create a positive user experience for all users visiting your website. If users encounter barriers when trying to access important documents, they may become frustrated and leave your site. By ensuring that your documents are accessible, you enhance the overall user experience and demonstrate your commitment to inclusivity. - Broader Reach:
Making your documents accessible can also expand your audience. When individuals with disabilities can access your content, they are more likely to engage with your brand, use your services, and share their experiences with others. This can lead to increased customer loyalty and a broader reach for your business. - Professionalism and Reputation:
Having an accessible website is a symbol of professionalism. Businesses that prioritize accessibility not only comply with legal standards but also enhance their reputation. This commitment to inclusivity can differentiate your business from competitors.
Common Misconceptions About Document Accessibility
Despite the clear importance of PDF remediation, there are several common misconceptions that may cause businesses to overlook this crucial aspect of website accessibility.
- “It’s Not My Main Content”: Many organizations assume that because documents are not part of the main website, they do not require the same level of accessibility. However, all content related to your business is subject to ADA requirements, including downloadable documents.
- “I Use Accessibility Tools”: While various tools can help create accessible documents, they don’t always guarantee compliance. Manual checks and remediation are often necessary to ensure that all documents meet the required standards.
- “It’s Too Expensive and Time-Consuming”: While document remediation does require investment in time and resources, the cost of neglecting accessibility can far exceed the expenses associated with making your documents compliant.
How to Make Your Documents Accessible
If you’re ready to improve your website’s accessibility by addressing document remediation, consider the following steps:
- Audit Your Documents: Start by auditing all downloadable documents on your website to identify accessibility issues.
- Prioritize Remediation: Focus on the most frequently accessed documents first, as these are likely to impact the largest number of users.
- Engage Accessibility Experts: If your team lacks expertise in document remediation, consider partnering with web accessibility consultants like EcomBack, which specializes in making PDFs and documents compliant with WCAG and ADA standards.
- Train Your Team: Provide training for your staff on how to create accessible documents, ensuring that all future content adheres to accessibility guidelines.
- Continuous Monitoring: Regularly review and update your documents to maintain compliance and address any new barriers that may arise.
Conclusion
Ensuring that documents and PDFs are remediated is crucial for enhancing your website’s accessibility. Making all content, including downloadable materials, accessible not only helps you meet legal requirements but also improves user experience and expands your audience reach.
At EcomBack, we specialize in providing comprehensive accessibility solutions, including making PDFs accessible. Ask about our PDF document remediation services to help businesses create inclusive websites. By prioritizing document accessibility, you can protect your online business from potential legal issues and demonstrate your commitment to serving all customers equally.
Need help making your PDFs accessible? Contact us for expert guidance and support!
