Why is document accessibility so hard?

Document accessibility refers to the practice of making sure that documents, such as PDFs, Word documents, and PowerPoint presentations, are usable by people with a wide range of abilities and disabilities. This includes people who are blind or have low vision, who are colorblind, or who have cognitive or mobility limitations. Ensuring that a document is accessible can help improve its usability and make it more inclusive for all users.

However, there are several barriers that can make it difficult for companies to create accessible documents. These barriers can include a lack of knowledge or understanding about document accessibility, a lack of resources or support for creating accessible documents, and a lack of clear guidelines or standards for document accessibility.

1. Lack of Knowledge

One of the biggest barriers to document accessibility is a lack of knowledge or understanding about what it means to create an accessible document.

My top 5 characteristics of an accessible document include:

1. Heading structure
2. Alternate descriptions for images
3. Proper reading order
4. Logical table structure
5. Well-written text that supports any included infographics

Many people may not realize the importance of making documents accessible, or they may not know how to create an accessible document. This lack of knowledge can lead to documents that are not properly formatted or structured, making them difficult or impossible for assistive technologies, such as screen readers and text-to-braille devices, to read and interpret.

2. Lack of Resources

Another barrier to document accessibility is a lack of resources or support for creating accessible documents. This can include a lack of training or guidance on how to create accessible documents, as well as a lack of tools or technology to help make the process easier. Without the necessary resources and support, it can be difficult for companies to create accessible documents, even if they are aware of the importance of doing so. This is the main reason I created the Facebook Group PDF Accessibility . It has grown to more than 3,000 members. Many are struggling to find resources because their company is unwilling to pay for training. So they end up in my Facebook group. I hear stories over and over again how someone has added accessibility to a person's job description or role without any additional resources. "Well, there has got to be something on Google. It can't be that hard, right?" This was a literal quote from an actual manager.

3. Lack of Clear Guidance

The third barrier to document accessibility is the lack of clear guidelines or standards for document accessibility. Of course, there is WCAG and then there is PDF/UA, AODA, DDA, HHS and don't forget EN 301 549. All of these standards are based on the Web Content Accessibility Guidelines but can have different nuances and preferences. I have encountered even more differences within organizations and industries that say things like "No Blank Cells" or "Table Summaries are mandatory." Other companies set 12-point font sizes as a minimum even though WCAG does not weigh in on font size specifically. All of these 'accessibility preferences' make it difficult for companies to know what is expected of them. This lack of clarity can lead to confusion and inconsistency, making it harder for companies to create accessible documents that meet the necessary standards. In the end they fall back on "Well it passes the checker." as the stock answer.

How to Overcome Accessibility Training Roadblocks

To overcome these barriers and create accessible documents, companies should take several steps.

1. Awareness

First, they should educate themselves and their employees about document accessibility and the importance of making documents usable by all users. This can include training on how to create accessible documents, as well as providing access to tools and technology that can help make the process easier. Chad and I work very hard to maintain an attitude of being Accessibility Advocates and have helped many organizations start down the path of accessibility awareness. You cannot get to point B if you don't know where point A is.

2. Establish Clear Guidelines

Second, companies should establish clear guidelines and standards for document accessibility, and make sure that all employees are aware of these guidelines and standards. This can help ensure consistency and make it easier for employees to create accessible documents that meet the necessary requirements. We have helped organizations like the World Bank and several universities and for-profit companies establish Accessibility Best Practices Guidelines and checklists to help their employees create accessible content they can be confident in.

3. Provide Adequate Resources

Third, companies should provide the necessary resources and support to help employees create accessible documents. This can include providing access to training and guidance, as well as investing in tools and technology that can make the process easier. Chad and I can provide in-person or online training, Video-based training programs, and document solutions consulting to help you solve your toughest document accessibility challenges. If it is a document, we can show you how to make it accessible.

4. Regularly Review and Revise

Finally, companies should regularly review and evaluate their documents to make sure they are accessible and meet the necessary standards. This can help identify any areas where improvements are needed, and ensure that the company's documents are usable by all users. Improving how you do things year-over-year in small ways will lead to big changes in the accessibility of your content and honestly, your company culture.

Summary

As always, Chad and I are here to help you no matter where you are on this journey. The premise that accessibility is hard is simply not true. Accessibility is easy. It is changing that is hard. But it is achievable. There is no better time to start than today.

Overall, document accessibility is an important consideration for companies. Reducing document barriers has many benefits and it is simply the right thing to do. You can succeed and it doesn't have to be hard. Start by educating yourselves and your employees about document accessibility. Then establish clear guidelines and standards. By providing the necessary resources and support, and regularly evaluating their documents, companies can overcome accessibility barriers and create documents that are usable by all users.