How to Align Digital Documents with Section 508 and WCAG 2.0 Standards
Question details
Users need to understand the updated Section 508 requirements, which adopt WCAG 2.0 standards, and learn how to apply these guidelines to improve the accessibility of digital documents and software.
- Product
- Digital Documents
- Device & OS
- not provided
- Scenario
- Ensuring electronic documents, websites, and digital content are fully accessible to people with disabilities in accordance with federal and international regulations.
- Observed behavior
- Content creators must transition their document creation and software evaluation practices to align with the unified Section 508 and WCAG 2.0 Level AA accessibility guidelines.
Before updating your files, take an inventory of the digital documents you distribute (such as PDFs, text files, and spreadsheets) to determine which ones need accessibility remediation.
Evaluate and Update Documents for Section 508 Compliance
Review existing digital files and update document formatting, metadata, and structural elements to ensure they meet WCAG 2.0 Level AA guidelines.
The Section 508 refresh establishes WCAG 2.0 as the baseline for digital accessibility. For electronic documents, this means ensuring assistive technologies like screen readers can accurately interpret the content. You must provide alternative text for visual elements, establish logical reading orders, and ensure proper color contrast.
Structure your document using built-in heading styles (e.g., Heading 1, Heading 2). Navigate to the 'Home' tab in your document editor and apply these styles to establish a logical content hierarchy that assistive technologies can read sequentially.
Right-click any images, charts, or graphical elements in your document and select 'Edit Alt Text' or 'Picture Properties'. Provide a concise, descriptive summary of the image's function and content for visually impaired users.
If you are using data tables, click on the table to access 'Table Tools'. Ensure that you define a header row so screen readers can associate data cells with their respective columns.
When distributing final documents, avoid printing to PDF. Instead, use 'File' > 'Export to PDF' and ensure options for 'Document structure tags for accessibility' are enabled to generate a tagged PDF.
Create Accessible Documents Easily with WPS Office
WPS Office provides robust formatting tools, built-in heading structures, and structured PDF export options to help you craft documents that meet Section 508 and WCAG 2.0 accessibility standards quickly and efficiently.
- 1. Open your document: Launch WPS Writer and open the document you need to make accessible.
- 2. Apply heading styles: Use the 'Styles' section on the 'Home' tab to structure your document with Heading 1, Heading 2, and Heading 3 tags.
- 3. Insert Alternative Text: Right-click any visual elements, select 'Picture', and navigate to the 'Alt Text' tab to enter descriptive text.
- 4. Export securely: Go to 'Menu' > 'Export to PDF' to create a distributable, accessible electronic file.
Frequently Asked Questions
What is the difference between Section 508 and WCAG 2.0?
Section 508 is a U.S. federal law mandating that electronic and information technology be accessible to people with disabilities. WCAG 2.0 is a globally recognized set of web accessibility guidelines. The Section 508 'refresh' legally adopted WCAG 2.0 criteria to harmonize U.S. federal regulations with international standards.
Does WCAG 2.0 apply to PDF and Word documents?
Yes. While originally designed for websites, WCAG 2.0 principles are highly applicable to non-web electronic documents. This is formally recognized in the WCAG2ICT guidelines, meaning PDFs, presentations, and text documents distributed digitally must also meet these accessibility criteria.
What are tagged PDFs and why are they required for compliance?
A tagged PDF contains a hidden layer of structural information (tags) that dictate the logical reading order and identify elements like headings, paragraphs, lists, and tables. Screen readers rely entirely on these tags to read the document correctly to visually impaired users, making tags mandatory for Section 508 compliance.
How can I check if my digital document meets Section 508 standards?
You can verify compliance by ensuring all images have alt-text, checking that the document has a logical heading structure, verifying color contrast ratios, ensuring the file is saved as a tagged PDF, and manually testing the navigation using a keyboard and a screen reader.
