Why Document Accessibility Matters: A Guide for Businesses and Organizations

From Word Documents to Excel Sheets to PDFs, we use documents across organizations every day.

However, did you know that documents, such as websites and other digital content, also need to meet accessibility standards? Now you do.

Making documents accessible, regardless of their type, is a goal that every organization should strive for.

According to the Sixth Annual Digital Accessibility Report from Level Access, compared to 72% in 2023, in 2024, more than 80% of participating organizations have a digital accessibility policy.

But first things first, what is document accessibility, how to make documents accessible, and why should it matter for your organization?

We will discuss all this and more in detail in this comprehensive guide, while also providing an outline of the legal requirements.

What Is Document Accessibility?

Document accessibility is the process of making online documents accessible to all individuals, regardless of their abilities or disabilities. This includes digital documents of all types, such as Word, PDF, presentations, spreadsheets, etc.

Making documents accessible is not only about complying with legal standards; it also focuses on equality and inclusivity, allowing people with disabilities to access, navigate, and interact with content as easily as possible.

Why Is Document Accessibility Important?

Isn’t reaching a larger audience one of your goals when sharing a document? Another is making a document easy to understand.

Making documents accessible isn’t just about adopting a policy or meeting a legal requirement; it is a smart business strategy that ensures the right digital information is available and accessible to a broader audience.

Ask any developer who writes technical documents. Their main concern remains good, accessible documentation so that more developers can access and use their documents without getting stuck and losing time.

Legal Compliance

The Web Content Accessibility Guidelines (WCAG) are a global set of guidelines created to ensure digital content, including documents across the web, is accessible to all. It helps remove barriers, fosters participation, and creates a digital environment that empowers everyone.

Many countries have also enacted accessibility laws and guidelines that include online document accessibility.

• The Americans with Disability Act (ADA) specifies how organizations in the United States are required to make documents accessible by following the WCAG guidelines.
• Canada has their own set of guidelines specified in the Accessibility for Ontarians with Disabilities Act (AODA).
• The European Accessibility Act is a directive for the European Union to remove barriers for businesses, people with disabilities, and the elderly.
• The BITV (Berlin Barrier-Free Information Technology) ordinance in Germany states that people of all abilities should have access to information and communication technology.
• The Australian Disability Discrimination Act (DDA) requires businesses to make sure their digital content, including documents, is accessible to people with disabilities.

Inclusivity and Usability

Now that you understand the legal side of document accessibility, let’s talk about the experience side of it.

Document accessibility can enhance the experiences of your internal and external partners, including employees, customers, stakeholders, users, and subscribers. After all, making your documents accessible is about fostering inclusivity and making them usable for everyone regardless of their disabilities.

Who can better understand this than a writer? And, if you are one, check out these WCAG accessibility best practices to help you ensure your document is usable for all users.

Also, our training documentation software ensures all your web-delivered documents are legally compliant with the region and follow the best practices.

Business and Brand Benefits

If you thought making documents accessible helped only with compliance and inclusivity, there’s something else to consider. Document accessibility also has brand benefits.

It’s a perfect business strategy, as it meets all the criteria for compliance, inclusivity, broader engagement, and adding to brand value.

• Legal compliance and risk reduction
• Expanded market reach
• Improved SEO and discoverability
• Better user experience
• Increased employee productivity
• Competitive advantage

Making documents accessible is an art and a science that requires a little employee training and development. So let’s get started right away.

Make your documents accessible and compliant with global standards. Start building inclusive, easy-to-navigate content today.

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How Can Your Organization Make Documents Accessible?

To create an accessible document, you need to design and format it so that it is accessible to a wide range of people and various devices. Here are some basic best practices that you can ask your people to follow.

Proper use of keywords in the headings

Headings are more than just titles; they give your content a meaningful structure. The right keywords in the headings not only make your document more accessible but also increase the searchability while boosting the readability.

Also, a well-defined hierarchy with appropriate heading tags (H1, H2, H3, etc.) helps the readers and the screen reader technologies navigate the content well.

Here, the heading is in H2 with the right keyword ‘make documents accessible’.

Add meaningful internal and external links.

Hyperlinks in digital documents are added to navigate, lead the reader to another web page, or serve as a call to action. While clickable links are intuitive for sighted users, individuals with disabilities may find them difficult to navigate.

Source: Document360

Look at this example. The hyperlink is descriptive, and the color is not changed. Also, the text on the link makes sense even when read out of context.

Add Alt text for images

Images can help enhance user understanding by simplifying complex information, especially for users with learning disabilities or cognitive challenges.

For those using screen readers, you can add more value by including alternative text. Make sure you describe the purpose and not just the appearance in not more than 150 characters.

Screen reader compatibility

Screen reader software converts text to speech or braille, making it accessible for individuals with disabilities.

To ensure your document is accurately interpreted and navigated by screen reader software, make it accessible to screen reader users.

To communicate the content and context of the document efficiently, correctly implement a heading hierarchy, provide alternative text for images, use meaningful hyperlink text, create accessible tables, and ensure a clear font for screen readers.

Accessible audio and video content

Audio and video content increases the accessibility of a document for individuals with vision or hearing impairments.

Providing captions, transcripts, or audio descriptions of what is being shown in a video allows screen readers to convey the context. It not only supports accessibility but also enhances comprehension for all users.

Keyboard accessible

Keyboard accessibility is a vital element of inclusive design. It ensures that the user can navigate and interact with the document without relying on an external device such as a mouse.

A keyboard-accessible document that includes focus indicators, tab orders, and other accessible controls allows users to navigate through all interactive elements using the keyboard.

Appropriate color contrast

It is recommended not to use color as a distinguisher for conveying important information, as people with color blindness or low vision may not be able to perceive the information correctly. However, if you do use it, make sure to follow the standard. WCAG 2.1 requires a contrast ratio of at least 4.5:1 for normal text and 3:1 for large text.

Color-based cues also become irrelevant as screen readers cannot interpret or announce color changes. Rather than relying solely on color, incorporate patterns, icons, text styles, labels, and other visual cues.

Make All Your Documents Accessible With Document360

Accessible documents aren’t just a technical requirement; they are a fundamental necessity. They are also not just about compliance, inclusivity, or reaching a wider audience. Document accessibility reflects your business values and your commitment to social responsibility. By adding small, meaningful elements to your documents, you can make them a critical component of your business communication.

Key accessibility features available in Document360 include:

• Structured content and headings to improve navigation for screen reader users.
• Alt text fields for all images to ensure non-visual access to visual content.
• Keyboard-friendly navigation enables users to access all features using only a keyboard.
• Clear visual highlight for buttons and links during keyboard navigation.
• Automatic color contrast adjustments in custom themes to meet WCAG contrast requirements.
• Font size controls allow the writer to increase text size for better readability.
• Mobile responsiveness ensures that content adapts well across different screen sizes.
• Skip to content links, allowing keyboard users to bypass repetitive navigation.

Additionally, it is a sound business strategy, as document accessibility opens doors to a larger market segment that includes millions of people who live with visual, auditory, motor, or cognitive impairments.

• Foster an inclusive environment for employees, partners, and customers
• Enhance your reputation and build trust
• Protect your brand from legal risk
• Expand your reach to an untapped audience
• Position your brand as committed to delivering equitable experiences

Make accessibility a default, not an afterthought, with AI-powered Document360.