Section 508 is part of the Rehabilitation Act passed in 1973, which highlights the importance of accessible documents in federal agencies. Through this section, all the documents should be accessible to individuals with disabilities.
Creating Section 508-compliant documents involves adhering to digital accessibility standards, but where do you start? This guide will walk you through the key steps to ensure your documents meet these essential requirements.
What is a Section 508 Compliant Document?
A Section 508-compliant document follows all the rules of accessibility to make it accessible for people with disabilities. Individuals using tools like screen readers or other assistive technologies can easily access these documents compared to non-compliant ones.
How to Make a Section 508 Compliant Document
Making your documents Section 508-compliant is a legal requirement as well as an ethical responsibility. Here’s how you can ensure your documents comply with this accessibility rule:
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Proper Document Structure
- Headings should be labeled appropriately and placed in hierarchical order. Use proper heading tags (< H1 >, < H2 >, < H3 >) instead of increasing the font size. This helps the screen readers scan content heading-wise for accessibility.
- The reading order of the document should be logical.
- Tags are your best friends – make use of them wisely. Define tables, lists, paragraphs, headings, and other elements using proper tags for readable document structure.
- If you have a table in the document, make sure it has proper tags that are set correctly row-by-row so anyone using a screen reader can access the document effortlessly.
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Correct Color Contrast
Another digital accessibility factor to keep in mind when making a document Section 508 compliant is to have the correct color contrast between the text and the background. Keep the following things in mind:- Maintain a proper color contrast between the background and the text so that it is readable for individuals using a screen reader or other assistive technology.
- Avoid using color as a means to highlight an important text in the document.
- The best way to ensure people with visual impairment can access your document is to keep high-contrast colors in the document.
- Use dark text in front of a light background rather than using light text in front of a dark background for high contrast.
- Use accessible methods such as bold formatting, underlining, or high-contrast colors that meet WCAG standards (e.g., a contrast ratio of at least 4.5:1 for normal text).
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Proper Document Navigation
Digital accessibility also comes with the responsibility to use proper navigation in the document. Here is how you can have proper document navigation to write 508 compliant documents:- Ensure tables are interactive, allowing users to navigate directly to specific sections.
- A clickable table allows screen readers to read the screen and give users the option to read out the table list for easy navigation.
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Write Alt Text for Images
Alt text, or alternative text, is the written description of an image in a document. Assistive technologies like a screen reader will read out the alt text provided for an image to its users. This enables them to understand what the image is of and how is it relevant to the document. Here is how you can make images and other visual elements more digitally accessible for people using assistive technologies:- Ensure all the visual elements in your document have an alt text, including charts, graphs, and images.
- Make the content of the alt text very precise and accurate to the image. Convey the right text in a manner that is digestible and descriptive but also straight to the point.
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Use Bookmarks and Hyperlinks
A bookmark in digital accessibility is a navigational feature that allows users to quickly jump onto the desired tab, section, or page of the document. This allows readers using a screen reader to eliminate aimless document scrolling in search of a specific section. Hyperlinks in a document are clickable text or images that drag users to other locations within the same document, a different document, or an external web resource.- The link text for hyperlinks should be descriptive and describe the action and the destination of the text correctly for the screen readers to read. For example, do not use a generic click here. Instead, write a clear CTA like “click here for more information on accessibility”.
- Make the table of contents clickable by including clickable section links for easier navigation.
- Hyperlinks should be navigable using a keyboard alone, ensuring that users who cannot use a mouse can access them.
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Add Captions for Video Content
Documents in compliance with Section 508 also need to make sure that captions are added for all the video content included in them. Captions for videos are text-based representations of the audio content. These texts appear on the screen as the video plays, making the video accessible to a wider audience.- Video captions help understand spoken dialogue and audio that people might otherwise miss.
- With captions, people who cannot understand the audio language can access content through text in their choice of language.
- This digital accessibility feature is also great for people who are in an environment where they cannot play video out loud. For example, noisy public spaces or quiet libraries.
Repercussions of Avoiding Section 508 Compliance
While you learn how to make your documents Section 508 compliant, failing to act can result in penalties. If your documents are not in sync with Section 508 compliance, here are some of the heavy penalties you can face:
- Daily fines for small and medium-sized businesses range from $50,000 to $100,000.
- $55,000 penalty for the first violation and a fine of $110,000 for each offense after.
How to Check if Your Document is Section 508 Compliant with PREP
Organizations risk significant penalties if their documents fail to meet Section 508 compliance standards. To avoid these consequences, ensure your documents adhere to digital accessibility rules in advance.
With the help of PREP, you can make that happen. Here’s how:
Step 1: Remediate the document and preview
Using an external tool like PREP simplifies the process of making your documents accessible. Remediate your PDF in PREP, then preview it to make any necessary adjustments for compliance with accessibility requirements.
Step 2: Look for the checker report
To verify that your document is Section 508 compliant, look for the checker report. The checker report is represented by a tick mark icon at the top-right corner of the interface.
Step 3: Make a page or document-wise check
Once you perform the checker report, you can perform a page-wise and document-wide compliance check, ensuring every element meets Section 508 standards.
Step 4: Download the checker report
For a more detailed review, you can download the checker report. This confirms if the remediated PDF adheres to Section 508 compliance.
Make Your Documents Section 508 Compliant with PREP!
Let us help you make your documents accessible and inclusive! With our expert support, you can confidently meet the highest accessibility standards, including 508 compliance. Our tried-and-true solutions streamline the accessibility process and enhance the usability of your content for everyone.
Take the first step toward accessibility today and create content that leaves no one behind. Partner with us to transform your compliance journey into a seamless, impactful experience for all!
