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  1. Maximus
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  3. Achieving digital accessibility requires knowing what you have and then fixing it

Achieving digital accessibility requires knowing what you have and then fixing it

 Robert Knapp

Robert Knapp

July 29, 2025

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Still need to audit your assets for remediation? A good place to start is with your documents.

A person, whose face is not visible, types on a laptop while a row of digital icons of documents hover over the keyboard.

Where’s the first place people look for more information? The internet. Whether to check the weather forecast or who won yesterday’s baseball game, our default is to head to the web. 

This also applies to accessing state government program information, services, or benefits. While the initial step might be an online search, people will likely land on your agency or program website. 

Think about what they’ll find. Will the information you’ve shared across web (HTML) pages, native document files, PDFs, and multimedia be easy to access? This is important for all site visitors, but critical for people with disabilities who experience challenges with accessing and navigating digital channels. 

My colleagues recently had the opportunity to discuss preparing for the new requirements for state and local government websites and mobile apps. During this digital accessibility chat, some participants shared that they’d started auditing their digital assets to identify the websites, applications, and documents that need remediation to make them accessible. But many had not.  

With the first deadline less than a year away, now is the time to complete your asset audit. Your website likely hosts essential information (like forms, reports, and policies) as PDFs and multimedia files that can be complex to remediate. If these documents and files aren't accessible, people may miss critical information, and your site won’t meet digital accessibility requirements.

Follow these four tips to get started

1. Start with a site review.

It’s common for government websites to grow over time as information is added. A website that becomes overwhelmed with files over time presents accessibility challenges. 

Before you know how much of this growth presents accessibility compliance risks, you need to know the full scope of your site. Start with the sitemap. Website crawling tools can also help analyze site structure and content. If your site is built on a content management system, use the administrator view to list all published pages and files. Build an index or database of all files across your site.

2. Consider more HTML, fewer documents.

PDFs can be harder to remediate than HTML when they don’t have proper structure (like headings, image alt text, and color contrast), or aren’t set up to support keyboard navigation or screen reader tagging. PDFs of scanned documents are essentially images of text, which is impossible for screen readers to interpret. Remediating scanned PDFs often requires manually adding document structure through tagging.

By comparison, HTML pages can be updated in real time, meaning the user always sees the most up-to-date information. They’re often more easily adjusted for text size, color contrast, or other settings to aid accessibility. And they tend to be easier for screen readers to interpret, especially with proper tags and layout structure.

In addition, when a PDF on a website is used as a submission form, converting it to HTML improves user experience. Rather than printing and mailing or scanning a PDF, website visitors simply complete an online form. Much easier and more convenient! 

While you want to convert as many PDFs to HTML as possible, be mindful that having too many unnecessary documents across a site can make it difficult for visitors to navigate and locate the specific information they need. This is especially true for site visitors with cognitive disabilities or learning difficulties. Limiting documents to only what’s essential makes for a better user experience and encourages people to stay a while and explore your content. With clear site and page organization and labeling, it will be easier for people to find the proper documents to answer their questions. 

3. Seek the right remediation partners.

As you find pages, documents, and multimedia that aren’t accessible, you may need outside help to remediate them. 

Accessibility experts recommend performing both automated and manual testing of website code and content. Choose a vendor with expertise in digital accessibility who can update and enhance your website code to comply with Web Content Accessibility Guidelines (WCAG) standards. 

A partner can help you get it right, from ensuring proper semantic markup and adding alternative text for images to ensuring keyboard navigation and improving color contrast. They improve accessibility by optimizing content, including proper descriptive text for links and correctly formatted lists and headings.

Keep in mind that document and multimedia remediation requires a specific skill set. Choose a vendor that can convert your PDF files and other desktop documents to accessible formats, include synchronized captions for videos, and add transcripts for audio content. Plus, make sure that all content in all formats is compatible with assistive technologies. 

As important, the right partner will check the remediations made through accessibility testing, document the accessibility enhancements made to your assets, and help you establish a process for ongoing governance and continued compliance.

4. Keep your content continuously compliant.

Having a strategy for content review, refresh, and retirement can help curb future document clutter and sprawl. Plan to regularly review and update your site taxonomy, menus, and internal links. Keep your website's content fresh and relevant by diligently removing outdated and inaccurate information and fixing broken links. Periodically review and update your site content, policies, and practices to ensure accessibility compliance.

Also, I can’t emphasize enough the importance of security. Ensure you protect your compliant site by enabling HTTPS, installing security plugins, and continually scanning for malware and vulnerabilities.

Take the next step toward digital accessibility

As people increasingly access state government programs and services online, ensuring your website’s digital content is accessible to all users, including those with disabilities, is critical. With new accessibility requirements on the horizon, now is the time to audit your digital assets, prioritize converting PDFs to more accessible HTML formats, and partner with experts for remediation.

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About the author

 Robert Knapp

Robert Knapp, Senior Managing Director, Digital Government Solutions

Dedicated to helping people engage with government agencies in easier, more convenient ways, Robert Knapp is responsible for expanding our presence in the state market and capitalizing on our proven ability to deliver technology consulting solutions that support sophisticated and complex government programs.

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