Document Remediation

In today’s digital world, making documents accessible is not just a good practice; it’s a responsibility. Many people rely on assistive technologies to read and navigate documents. Without proper accessibility, some users might struggle to access important information. Document remediation ensures that your files, like PDFs, Word documents, or PowerPoint presentations, are usable by everyone, including those with disabilities.

Here’s a straightforward guide to document remediation for accessibility.

What Is Document Remediation? 

Document remediation is the process of fixing a document so it meets accessibility standards. This means making it readable, navigable, and usable for people with disabilities, such as visual, hearing, cognitive, or motor impairments.

Example:

• Adding descriptive text to images so screen readers can explain them.
• Structuring documents with proper headings to help users navigate easily.
• Ensuring proper contrast for text and background colors.

Why Is Accessibility Important?

• Inclusivity: Accessible documents ensure that everyone can access information equally.
• Legal Compliance: Laws like the ADA (Americans with Disabilities Act) and WCAG (Web Content Accessibility Guidelines) require documents to meet accessibility standards. Non-compliance can result in legal issues.
• Better User Experience: Accessibility improvements often benefit everyone, not just those with disabilities. A well-structured, easy-to-read document is helpful to all users.

Key Steps in Document Remediation

1. Use Proper Headings

Headings organize content, making it easier for users to skim and find what they need. Use consistent styles (like H1, H2, H3) instead of just bolding or enlarging the text.

2. Add Alternative Text to Images

Every image should have a description (alt text) explaining what it shows. This helps people using screen readers understand the content.

3. Ensure Contrast and Readability

Make sure there is enough contrast between text and background colors. Use readable font sizes and styles to make the document easy on the eyes.

4. Tag Content Properly

Tagged PDFs allow screen readers to recognize and read the content in the correct order. Ensure all text, images, and tables are tagged appropriately.

5. Create Accessible Tables

Tables should be simple, with clear headers and no merged cells. This helps assistive technologies interpret the data correctly.

6. Test for Accessibility

Before sharing your document, test it using accessibility tools like Adobe Acrobat’s Accessibility Checker or Microsoft Word’s built-in tools. These tools highlight issues and guide you on fixing them.

Common Tools for Document Remediation

• Adobe Acrobat Pro DC
  Allows you to add tags, alt text, and fix issues in PDF documents.
• Microsoft Office
  Built-in accessibility checkers in Word, Excel, and PowerPoint help you identify and fix accessibility problems.
• PDF/UA Standards
  Follow these standards to ensure PDFs meet universal accessibility guidelines.

Who Needs Document Remediation?

Document remediation is essential for businesses, educational institutions, government organizations, and anyone sharing digital files. 

Examples:

• Teachers making class notes available to all students.
• Companies sharing HR policies with employees.
• Governments publishing public information online.

Tips to Make Accessibility Easier

• Plan for accessibility from the start.
• Use templates that are already optimized for accessibility.
• Train your team to create accessible documents.
• Seek help from professionals if your documents are complex.

Conclusion

Document remediation might sound technical, but it’s all about creating content that works for everyone. By taking small steps like adding alt text, using proper headings, and ensuring good contrast, you can make a big difference. Accessibility isn’t just a legal requirement—it’s a way to show that you care about all your readers.