Accessibility Of Documents On The Web

A frequently asked question is if documents posted on the web have to be accessible, and follow web accessibility standards and guidelines.The quick answer is "yes", but read this article to find out why.

Documents, such as Word documents, PowerPoint Presentations, or PDFs posted on a web page become an integral part of the web site. These documents are similar in nature to the rest of the site's HTML content, except they are in a different format. Their lack of accessibility would limit people with disabilities to obtain the entire content of the site.

In certain instances, it is possible that a document is difficult to make accessible, or not possible at all. In this case, it is suggested to post an alternative format of the document, indicating that this one is the most accessible, and the posted documents contain the same information in a different format. This way users can pick the one they feel the most comfortable with.

It is recommended to apply the same standards to make documents accessible which we apply to the HTML pages of the web site. For example, if we are using Section 508, when posting a PDF file it is required to provide a text alternative for an image, and not to rely on color only to communicate information.

It is also recommended, and mandated according to Section 508, to provide a link to a page from which a software can be downloaded to view the document. For example, when we post a PDF file on our web site, it is recommended to mention that this document requires a PDF reader, which can be obtained from the Adobe Download page, and provide a link to the page. It is a good idea not to provide a link to the actual application, because if the application is updated or a newer version is released, our clients will find the most up-to-date version from our web site.