How to Create Documents & Forms Compliant with Section 508

Section 508 of the Rehabilitation Act is a crucial piece of legislation by the federal government that requires all electronic Information technology by federal agencies to comply with accessibility standards for people with disabilities, including all of its employees and the population it serves.

Please keep reading to learn more about Section 508, including an overview of Section 508 guidelines, the importance of 508-compliant documents and accessible forms, and how accessibility tools like Accessibly can make it simple to streamline your 508-compliant document processes while adhering to web accessibility standards.

What are Section 508 Guidelines?

Section 508 compliance guidelines require all federal agencies to comply with accessibility standards regarding their electronic information technology.

Here are some of its most important guidelines:

Alternative Image Text

One critical principle of Section 508 compliance is to ensure that all images and videos on a website have accompanying non-text content. For the visually impaired, alt text provides critical details about an image even when it doesn’t load. 

Assistive Technologies

Another requirement of Section 508 compliance is that websites and electronic documents must be compatible with assistive technologies to comply with accessibility standards. For example, websites must accommodate third-party tools like screen readers and voice recognition software to support people with disabilities, the visually impaired, and people who are hard of hearing.

Focus on the Keyboard

For the mobility impaired, constantly moving objects on the screen could be uncomfortable. The strictest web accessibility standards require that all website functions be operable with a simple keyboard and as few keystrokes as possible to minimize discomfort.

Formatting

Alternative forms of content/accessible language like PDF files require special attention to specific elements to ensure they adhere to web accessibility guidelines. For example, one of the most essential things for PDFs is to organize content hierarchically to make it easier for those with cognitive disabilities to understand content.

Audio Descriptions

Captioning is essential for the deaf and hard of hearing, so video and audio should be provided with captioning. Audio descriptions should be as descriptive as possible for the visually impaired, who rely on them to convey all the essential information on the screen.

All in all, Section 508 compliance guidelines are essential aspects of web accessibility. With approximately 15% of the world’s population suffering from a partial disability, it’s important to accommodate their needs and allow them to enjoy full and equal participation on your website or mobile application.

Accessibly and Its 508-Compliant Document Tools

To comply with Section 508 of the Rehabilitation Act, use web content accessibility tools like Accessibly (a leading accessibility plugin) to make your documents and forms meet Section 508 compliance, including accessible emails.

Widgets like Accessibly fully dive into your Section 508 compliance documents, ensuring they meet the strictest web accessibility standards, including alternative text for images and compatibility with third-party tools like screen readers and magnifiers.

While it can be implemented into any website using custom HTML code, Accessibly supports integrations within the following platforms: Shopify, Squarespace, Weebly, Wix, BigCommerce, Joomla, WordPress, Magento, Elementor, WooCommerce, Drupal, Webflow, and Duda.

Step-by-Step Instructions for Ensuring Compliance with Section 508 Guidelines and Optimizing Accessibility in Documents and Forms

Here are step-by-step instructions you can follow to ensure compliance with Section 508 for accessible pdfs/forms and accessible documents:

Understand What 508 Is About

The first step is to understand all of Section 508 requirements. Remember, it only applies to federal agencies and organizations eligible for federal funding, where compliance measures extend to all electronic information technology, including websites, mobile applications, audio, and video.

Start an Accessibility Audit

To achieve ADA, WCAG, and Section 508 compliance, we recommend performing a web content accessibility audit on your website to identify all issues and ensure its compatibility with third-party assistive technologies like screen readers and modifiers.There are several ways to perform accessibility audits, including manual or automated tools. 

For example, manual processes can incorporate keyword navigation to test the website or mobile app using only your keyboard versus screen reader software like Windows-based NVDA to do a slow crawl of your content and return an accessibility grade for the visually impaired.Of course, you can also perform a thorough visual inspection (with or without a Section 508 compliance checklist),  checking for alternative text on all images, properly formatted navigational elements, and more.

However, this could take a painstakingly long amount of time, so you may turn to automated tools like WAVE, Axe, and Pa11y for section 508 compliance.

Make Keyboard Accessibility a Priority

For the mobility impaired, using a mouse and constantly scrolling can cause discomfort, especially for those with limited dexterity. To eliminate the need for a mouse, all website functions should be performed using only a keyboard with as few keystrokes as possible.

PDFs

Accessibility is not only limited to websites and digital applications. It also applies to documentation, such as Adobe Acrobat PDFs, which have historically been inaccessible because of their unique format. Nowadays, government agencies require PDF documents to be accessible so all citizens can enjoy full and equal access.

A Word on WAVE, Axe, and Pa11y

These are three of the more well-known accessibility tools for web developers and accessibility leads: WAVE, Axe, and Pa11y. Each offers its evaluation methods, but they are all similar in that they allow for automated testing with quick website scans to identify web content accessibility issues instantly.

• WAVE: Developed by WebAIM (Web Accessibility in Mind), a nonprofit organization based in Utah, this web accessibility evaluation tool analyzes web pages for accessibility issues quickly, providing all types of visual feedback on the page, complete with annotations and icons depicting violations. For example, this tool will raise red flags about any website missing an alternative image for text or poorly formatted headings.
• Axe: Axe (Deque Accessibility Testing Tool) by Deque Systems, one of the foremost digital accessibility software and services companies, is an open-source accessibility tool that works across different frameworks. It quickly scans your web page and returns all web content accessibility guidelines violations in an accessible, clean report. Virtually everything can be caught, such as poor color contrast, keyboard navigation issues,and more. 
• Pa11y: The last automated accessibility testing tool I mentioned is Pa11y. Like Axe, it is open source and uses computerized scripts to scan websites for accessibility issues. It’s one of the better options for detailed reporting and compatibility with third-party-assistive technology like screen readers.

These tools are used for their speed and efficiency in immediately identifying accessibility barriers on a website or mobile application. Using these tools, developers will be on the right path to developing an accessible workplace and ensuring equal and fair participation for all individuals with disabilities.