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Features To Consider When Choosing A Document Remediation Software

Continual Engine Team
January 6, 2022

Is your institution or organization managing document remediation in-house? If the answer is yes, it is important to choose the right remediation software for the job. Remediation can be a complex task depending on various factors such as subject matter, number of pages, complexity of the document, volume, and many more. The right document remediation software will enable your accessibility expert to ensure 100% accessibility compliance and allow for scalability.

As we are aware, Section 508 of the Rehabilitation Act of 1973, amended in 1998, is a US Federal law mandating that any form of electronic communication – like emails, websites, and digital documents are to be rendered accessible to people with disabilities. This legal requirement is for all organizations with a public face, federal agencies and any associated third party agencies. It is also mandatory to make accessible any electronic documents such as PDFs (portable document format), DOCX (word document), PPTX (powerpoint document) that are attached to your website or emails. Naturally then, remediation is no longer a choice.

If you want to start the process of choosing a document remediation software, here are a few factors to keep in mind:

Ease of Use

While researching or testing for a remediation software, ease-of-use is an important factor to consider. The user experience (UX) or usability of the software plays a major role in managing the task at hand. Intuitive dashboards for document management and document status notification, auto-tagging options, tag elements supported, and import/export options are a few features to look out for.

Reliability

A couple of questions that you want to ask here are: Can the software handle large-volumes? Can it ensure accuracy for the output delivered? Validating software reliability is vital to determine consistent quality assurance, functional compatibility, performance, and scalability.

Cloud-based Solution

If you are evaluating a cloud-based solution, it comes with certain added advantages including greater scalability, flexibility, and security. Cloud-based solutions benefit from ease of operation, and a structured flow for document management; they also make it easier to meet government compliance standards in terms of security and data privacy.

Low Learning Curve

Document remediation can be a complex task depending on individual page content. Thanks to advancements in technology, artificial intelligence (AI) has led to the advent of low learning curve solutions that support document remediation at ease.

PREP, our user-friendly PDF and Document remediation Platform, has the advantage of a low learning curve as compared to other market competitors. As AI drives the process of remediation, the task is simplified and its intuitive features aid accessibility experts in scaling the operations.

Automated Remediation or Auto-Tagging

Auto-tagging is the process where the software scans a document and assigns appropriate tags to the content elements. Although Adobe offers a few auto-tagging options, it is not accurate and creates accessibility issues. An additional validation process is required to ensure complete compliance. Any service provider offering automated remediation needs to ensure the accuracy of the tagging process. So, it is always good to ask:

What level of automation does your software support?
Which tags are supported by auto-tagging - heading levels, paragraphs, images, establishing reading order, and other structural elements?
Are we able to add in / edit alternate text for images?
What is the accuracy rate of your remediation platform?
Does it require a human-in-loop for validation?
Does the built-in accessibility checker validate for 100% document accessibility compliance?

It is important to understand what benefits you can get with automated tools. Leveraging AI, PREP takes an intuitive and human-centered approach for document remediation. The tool is trained on thousands of document samples to assign tags that are accurate and require very minimal manual intervention. Complex elements such as lists, nested lists, tables, table of content (ToCs) are tackled easily. Watch this video to learn how PREP tags a nested list in a document with a single click.

Auto-tagging helps accessibility experts in reducing their work-load. So, if your organization has large-scale remediation needs, it would be a good idea to look for software that can speed up the process of tagging.

Final Compliance

Ensuring accessibility for all your web documents requires a strategic approach to document management. Not only does your software need to support advanced functionalities for remediation, it also needs to support a robust process of validation to check for document compliance against internationally recognized accessibility standards such as WCAG 2.1, Section 508, and ADA.

Built-in accessibility checkers allow users to validate the process by running checks on the tagged pages. The checker also reports on the items tagged and prompts any existing accessibility errors which users are able to verify and correct.

Document remediation is a mandatory process you have to go through to ensure compliance. Be wise in choosing the software that best suits your needs. Keep the above factors in mind when making your final choice. Get in touch with remediation experts today for guidance.

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Features To Consider When Choosing A Document Remediation Software

Ease of Use

Reliability

Cloud-based Solution

Low Learning Curve

Automated Remediation or Auto-Tagging

Final Compliance

Get AI-Driven Accessibility Solutions

Editors:

Debangku Sarma

Vijayshree Vethantham

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