When it comes to implementing ADA web accessibility, state and local governments may think updating their websites is enough to comply, but there’s another often-overlooked aspect of compliance: documents.
From permits and board packets to agendas and budgets, documents are just as much a part of the digital experience as webpages. Yet they’re often overlooked in accessibility efforts, creating barriers for residents and increasing compliance risks.
To unlock opportunities and minimize risks, agencies need to take a proactive approach to web accessibility. The DOJ recently extended its enforcement timeline by one year, giving agencies additional time to assess and address document accessibility before requirements take effect.
Documents: The Most Overlooked Aspect of Web Accessibility
Municipalities often manage thousands of documents in PDF form and it is often a popular format choice for agencies, but most do not realize that it is putting them at risk for ADA noncompliance. For decades, PDFs have been the standard for official government records and often contain the information residents rely on to participate in local government.
However, the challenge is that PDFs were designed to be easily created, printed and distributed, not to be accessible in modern digital environments. They were built for static use, which makes them difficult to update or integrate into modern digital experiences. Critically, screen readers can’t parse them.
In today’s digital age, webpages have taken priority for most government agencies; however, they are still handling thousands of existing documents. It is often assumed that hosting these documents on the website was enough, yet as new accessibility requirements take effect, these document libraries have become one of the biggest blind spots in compliance precisely because, for so long, they have been so essential to how local governments operate.
Fortunately, documents do not need to be a community’s Achilles heel.
Assess Your PDFs and Identify Accessibility Opportunities
Improving transparency and public access begins with making PDFs accessible, ensuring that the information they contain is available to everyone. To start, agencies need to understand the scope of the challenge by scanning your government website to see how many inaccessible documents you actually have. You can test your documents using assistive technologies such as the screen readers JAWS, NVDA, and VoiceOver.
Next, make an inventory of your PDFs. This is the single most important step and is not nearly as arduous as it used to be, thanks to free tools online that will scan and test your PDFs against open-source PDF testing tools like VeraPDF, which was created with the collaboration of the nonprofit PDF Association. You will not fix every document overnight, but you can establish a practice process for the documents residents rely on most while building a long-term strategy for the rest. Examples include board packets, agendas, budgets, forms, public notices and emergency information. Then create a strategy to archive lesser-priority documents not in active use, such as old permits, historical records and legacy studies. The DOJ’s archived content exemption allows certain older materials to remain online without full remediation, provided they are not used for current programs, services or activities.
Finally, consider converting PDFs to more accessible HTML-based web content. HTML is mobile-friendly and easier to navigate for people using assistive technologies. It also makes information more discoverable by search engines, voice assistants and AI tools, helping residents get answers fast through the channels they already use every day. PDFs can still be offered as a downloadable or print-friendly version, while HTML serves as the primary, accessible experience.
Document Accessibility Is Modern Content Strategy
By making documents accessible and reducing reliance on PDF-only publishing, agencies can break down barriers to public access to information, strengthening transparency and trust. This isn’t just about checking accessibility compliance boxes and avoiding risks: it creates more ways for everyone to interact and stay engaged. That’s the foundation of a great modern content strategy for leading local governments.
Ultimately, improving document accessibility is about creating a more usable and inclusive digital experience for residents. By taking a thoughtful, phased approach, agencies can make meaningful progress without overhauling everything at once. They’ll also unlock the power of documents to pave a better way forward for how public information is shared moving forward.
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.
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