Special districts are some of the most focused forms of local government in America, working hard each day to provide specific, essential services, from water and fire protection to recreation and utilities. For these dedicated teams federal ADA web accessibility rules can feel abstract, irrelevant, or even out of reach. However, special districts are still impacted by these compliance rules, making now the time to move on accessibility.
Yet several misconceptions persist among special district leaders, including the idea that web accessibility rules don’t apply to their districts, that they’re exempt, or that archiving old documents achieves full compliance.
Here’s the reality. There are roughly 38,000 special districts nationwide, and all are subject to the same federal web accessibility rules as cities and towns. The goal is to establish that all government entities can provide information and services online that are accessible to every resident, regardless of ability.
For special districts, the important shift is from thinking about creating an “ADA-compliant website” to making accessibility part of how they govern efficiently and transparently in the digital age.
What ADA Web Accessibility Means for Special Districts
Federal web accessibility requirements cover your websites and mobile apps, as well as the documents you publish and share online every day. For a special district, these documents, often inaccessible PDFs, might include water quality reports, board packets, facility-rental forms, service-start documents, emergency notices and more.
These aren’t obscure files. They’re often the very information residents need to participate in their government and access the services districts provide.
Modern government websites can be designed to be accessible from day one with clear navigation, properly structured headings, sufficient color contrast, keyboard functionality and compatibility with screen readers and other assistive technologies. Special districts will find helpful accessibility guidance in the ADA Small Entity Compliance Guide.
When it comes to documents, PDFs need to be structured so assistive technologies can interpret their text, headings, images, tables and reading order. Accessible documents are also easier for the wider public and search engines to navigate.
Rather than remediating every PDF manually, districts can use document accessibility tools to identify and flag issues and automatically provide accessible versions as, or shortly after, documents are published. Along with live assistance and an HTML format option, these have become widely popular with districts and residents, especially those with disabilities, because of the transparency and ease of use, even on mobile devices.
So where should special districts start? Scan and understand what you have. Free and low-cost tools like WAVE or PAC 2024 / PAC 2026 can help identify website and document issues so you can prioritize what needs attention. From there, consider how to build accessibility into your special district website and document workflow from the ground up, as part of the way you do business.
The Archive Exemption: What It Does and Doesn’t Cover
Certain archived documents can remain online without remediation, but the exemption is more limited than simply moving old files into an archive folder. An old PDF application that residents still use to request service should not be treated the same way as one maintained strictly for historical reference.
The DOJ defines archived content as material kept exclusively for reference, research or recordkeeping, maintained in a dedicated archive area, and unchanged since, among other requirements. Even if this or another limited exception applies, governments still have an obligation to ensure that people with disabilities can access their services, programs and activities.
Building Sustainable ADA Accessibility Into Special District Websites and Documents
Modern technology can make web and document accessibility much more realistic for special districts. Special districts don’t need to solve everything overnight, but they do need a modern web and document accessibility strategy that makes it easier to maintain accessibility as new content is published.
Ultimately, accessibility means that all residents, including people with disabilities, can access the information special districts work so hard to provide. That added transparency helps residents understand the essential work their special districts perform every day. It also gives them a greater stake in making sure those districts continue to thrive. That’s a win-win for residents and the special districts they rely on.
Mac Clemmens is the CivicPlus® Senior Vice President of Product Strategy and Innovation and the Co-Founder of DocAccess and Streamline. He is a proud advocate of website accessibility and local government, having presented on the subject at conferences nationwide. He received the prestigious “Vision Award” from Disability Rights California — the nation’s largest disability rights advocacy organization — in recognition of his commitment to creating accessible website experiences for all users. Mac is passionate about helping local governments tell their stories and engage with their communities, ensuring that the fear of ADA noncompliance doesn’t stand in the way.
Photo Credit: Vlado Paunovic, Pexels
Leave a Reply
You must be logged in to post a comment.