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VPAT vs ACR: What’s the Difference and Why It Matters
If you’ve ever been asked for a VPAT or an ACR and felt your stomach drop, you’re not alone. These acronyms often appear in RFPs, procurement conversations, and compliance checklists—and can leave even experienced teams scrambling to figure out what’s actually being requested. Understanding the difference between a VPAT and an ACR isn’t just technical trivia. It can mean the difference between winning a contract, avoiding legal risk, and showing that your organization takes accessibility seriously.

This guide breaks it all down: what a VPAT is, what an ACR is, how they differ, and how to create them with confidence.

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What Is a VPAT?

A VPAT—short for Voluntary Product Accessibility Template—is a standardized document created by the Information Technology Industry Council (ITI) to report how well a digital product meets accessibility standards like WCAG, Section 508, and EN 301 549.

Think of the VPAT as a structured questionnaire. It asks you to evaluate your product feature by feature and indicate whether each requirement is supported, partially supported, or not supported, along with explanations. The most recent version is VPAT 2.5, which comes in multiple editions to meet different regulatory needs: WCAG, 508 (for U.S. federal agencies), EU (for European procurement), and INT (for global organizations).

A Typical VPAT Includes
- Product name, version, and date of evaluation
- Standards referenced (WCAG 2.1, Section 508, EN 301 549)
- Testing methods used
- Tables showing conformance levels for each criterion
- Brief remarks or explanations where needed
It’s important to note that the VPAT itself is voluntary—there’s no federal law requiring you to complete one unless it’s part of a procurement process or client request. And because VPATs are self-reported, their quality depends on your honesty and expertise. A VPAT is an essential starting point but doesn’t guarantee real-world usability for people with disabilities. Usability testing and independent audits remain critical for a complete accessibility picture.

What Is an ACR?

An ACR, or Accessibility Conformance Report, is the completed version of a VPAT. If the VPAT is the blank template, the ACR is the filled-in, actionable report. It’s a snapshot of your product’s accessibility at a given point in time, often after thorough testing.

Where the VPAT provides structure, the ACR provides substance. It includes:
- Specific findings for each standard
- Narrative explanations for partial or non-support
- Workarounds or mitigation strategies
- Planned remediation timelines
How Testing Builds Trust

The strongest ACRs are grounded in a variety of testing methods, not just automated scans. Manual code reviews can catch nuanced issues that tools miss. Testing with assistive technologies like screen readers, magnifiers, or voice input tools reveals how real users navigate your product. Including results from usability sessions with people who have disabilities can also add powerful credibility. Documenting these methods in your ACR shows buyers and procurement teams that your results are thorough, reliable, and rooted in real-world experience.

Comparing VPAT vs. ACR: Core Differences

Although the terms are sometimes used interchangeably, VPATs and ACRs play different roles:
- Template vs. Report: The VPAT is the empty template; the ACR is the completed, shareable report.
- Level of Detail: A VPAT lists conformance levels, but an ACR goes deeper with context, user impact notes, and remediation plans.
- Who Creates Them: VPATs are often drafted internally by product or compliance teams. ACRs may be internally created or validated by third-party auditors to add credibility.
- Audience: VPATs are useful for internal planning and tracking. ACRs are intended for procurement officers, enterprise buyers, and compliance teams who need assurance that accessibility has been tested and documented thoroughly.
This distinction is crucial—submitting only a VPAT when an RFP requests an ACR could disqualify you from consideration.

Best Practices for Creating VPATs and ACRs

Getting these documents right takes more than filling out a form. Follow these practices to create credible and effective reports:
- Use the Latest Template: Work from VPAT 2.5 or later to align with current standards like WCAG 2.1 or 2.2.
- Be Transparent About Gaps: Overstating conformance can hurt credibility. Clearly indicate “Partially Supports” or “Does Not Support” when needed, and explain why.
- Add Detailed Remarks: Go beyond a yes/no answer. Include context on who is impacted, how severe the issue is, and whether a fix is planned.
- Document Testing Methods: Specify whether testing involved automated tools, manual reviews, assistive technology testing, or user testing. This adds weight to your ACR findings.
- Update Regularly: Accessibility isn’t one-and-done. Refresh your VPAT and ACR with each major release or remediation cycle so they reflect the current state of your product.
Procurement-ready Checklist
- Product name, version, and date are clearly listed
- Standards cited (WCAG, 508, EN 301 549) match buyer requirements
- Conformance ratings are accurate and supported with evidence
- Testing methods and tools are documented in plain language
- Known issues, workarounds, and fix timelines are included
- Jargon is avoided—language is clear for non-technical readers
- Document is reviewed and refreshed with each major product update
Conclusion: Building Confidence Through Transparency

The VPAT gives you the structure, but the ACR brings it to life. Together, they are essential for demonstrating conformance, preparing for procurement, and showing that you take inclusion seriously.

At 216digital, we view accessibility documentation not as a burden, but as a pathway to trust and opportunity. A well-crafted ACR helps you thrive in competitive markets by proving your commitment to accessibility and inclusion.

If you’d like guidance on creating either document—or aligning both with the latest standards—schedule an ADA briefing with 216digital. Our team will walk you through every step, from drafting a VPAT to publishing a credible ACR, helping you move from paperwork to real-world accessibility.
Greg McNeil

September 11, 2025

Legal Compliance, Testing & Remediation

Accessibility, ACR, ADA Compliance, Legal compliance, Section 508, VPAT, WCAG, Web Accessibility, Website Accessibility

Do You Need a Web Accessibility Audit or a VPAT?

Digital compliance isn’t one-size-fits-all. Depending on your organization’s goals, you may need an accessibility audit, a Voluntary Product Accessibility Template (VPAT®), or both. The real challenge is matching the deliverable to the job in front of you. If you’re navigating ADA, Section 508, WCAG, EN 301 549, or enterprise procurement requirements, understanding how audits and VPATs differ—and how they work together—can save time, reduce risk, and strengthen your position in competitive markets.

This guide explains what accessibility audits and VPATs are, how they differ, when to use each, and how they can complement one another.

What Is an Accessibility Audit?

An accessibility audit is a deep, hands-on evaluation of your digital product—website, web app, mobile app, software, or document—against recognized standards such as WCAG 2.1/2.2 Level AA and, when applicable, Section 508. Although automation has a role, a credible audit centers on expert manual testing and real-world use.

A typical audit blends three modes of evaluation that build on one another:

Automated triage to surface easy-to-spot patterns (e.g., missing alt text, color contrast flags, form input associations) and help size the work.
Expert manual review of templates, components, and user flows against WCAG success criteria, including focus management, semantics/landmarks, ARIA usage, error handling, and dynamic states.
Assistive technology and keyboard testing to validate actual usability—screen readers (e.g., NVDA/JAWS/VoiceOver), zoom and reflow, high-contrast modes, and full keyboard operation.

Strong audits don’t stop at a list of defects. They provide actionable guidance: prioritized findings, severity and user impact, code-level recommendations, component-level patterns, and a retest plan. Many organizations also incorporate user testing with people with disabilities to capture lived-experience insights that technical checks alone can miss. The result is a roadmap your team can execute—not just a scorecard.

What Is a VPAT?

A VPAT® is a standardized disclosure that becomes your Accessibility Conformance Report (ACR). It doesn’t test; it reports what testing found. Each criterion is mapped to a status—Supports, Partially Supports, or Does Not Support—with remarks that define versions, platforms, assistive-technology pairings, and known limits. Choose the correct edition (WCAG, Revised Section 508, EN 301 549, International), date-stamp the ACR, and clearly state the product and environment scope. A defensible VPAT is evidence-backed—ideally by a recent audit plus targeted verification on the declared platforms.

In short: an audit discovers and validates; a VPAT declares and documents.

Accessibility Audit vs VPAT: Key Differences

Aspect	Accessibility Audit	VPAT (ACR)
Primary purpose	Identify issues; deliver remediation guidance; validate usability	Communicate conformance status to buyers and regulators
Audience	Internal teams: product, engineering, design, compliance	External stakeholders: procurement, clients, regulators
Format	Narrative report with prioritized findings and fixes	Standardized template leading to an ACR with criterion-by-criterion statements
Evidence	Manual/AT testing, sometimes user testing with people with disabilities, plus automation	Summaries of conformance based on testing evidence
Timing	Best before launch/redesign, after significant releases, or upon risk events	Best during RFPs, renewals, market entry, or when a contract requires it
Outcome	Improved accessibility and user experience	Procurement-ready disclosure and contractual clarity
Update cadence	With each major release or accessibility milestone	Whenever scope, features, or conformance materially change

With the differences in view, here’s how to use each deliverable at the right moment.

When to Have an Accessibility Audit

An audit should come before you make broad claims of compliance. It is the groundwork that ensures your product meets the standards you plan to cite.

Consider commissioning an audit when you are:

Preparing for launch or a major redesign. Early findings are cheaper to fix and easier to standardize into reusable components.
Responding to risk. If you’ve received a complaint, demand letter, or internal escalation, an audit clarifies actual exposure and prioritizes remediation.
Improving product quality. Teams aiming to raise UX quality for everyone—faster task completion, fewer errors, better forms—use audits to remove barriers that frustrate all users, not only those with disabilities.
Planning a VPAT. If a VPAT is on the horizon, a current audit supplies the evidence and remarks you’ll need to make defensible statements.

Without an audit, a VPAT can drift into guesswork—an avoidable liability in regulated procurement.

When to Have a VPAT Prepared

A VPAT becomes essential when you need formal proof of accessibility for sales, purchasing, or funding.

Typical triggers include:

RFPs and vendor onboarding in government, higher education, healthcare, and large enterprise.
Contract renewals or marketplace listings where accessibility is non-negotiable.
International expansion that introduces EN 301 549 or other jurisdictional requirements.

Treat the VPAT/ACR as a living document. Update it after major releases, platform additions, or meaningful improvements so procurement teams see a current and accurate picture.

Decision rule: If an external party will evaluate your conformance (RFP, renewal, marketplace, grant), you’ll need an ACR (VPAT) grounded in a current audit; otherwise start with the audit alone.

Do You Need Both?

In regulated or enterprise procurement, the default answer is yes. If you are selling to government, higher education, healthcare, or large enterprises—or you intend to make public conformance claims—you need both an audit and a VPAT (ACR). The audit establishes factual evidence of how the product performs against WCAG/Section 508 in real use. The VPAT communicates that evidence in the standardized format buyers expect.

As a rule of thumb: use an audit to know; use a VPAT to show. When disclosure is part of sales, renewals, or public listings, sequence your work as audit, remediate, then prepare the VPAT so statements are current, precise, and defensible.

Once you know when to use each, it helps to see how they reinforce one another.

How They Reduce Risk Together

Audits and VPATs mitigate different classes of risk that often compound if handled in isolation. The audit reduces product and legal risk by finding and prioritizing barriers before they become complaints or claims and by providing implementable fixes. It also creates a repeatable testing pattern—templates, flows, and assistive-technology pairings—that your team can reuse release after release.

The VPAT reduces commercial and contractual risk. It removes friction in procurement, sets accurate expectations about platforms and known limits, and documents the scope under which conformance was verified. Procurement teams look for alignment between your ACR remarks and the audit artifacts. When those line up—versions, dates, and assistive

technologies—friction drops and credibility increases. Working together, the audit improves the thing; the VPAT aligns the promise. That alignment closes the gap between user reality and contractual language—the place most disputes arise.

Practical Scenarios

Federal RFP: You need both. Commission an audit covering the exact scope in the RFP (versions, browsers, AT). Remediate high-impact issues, verify fixes, then publish a VPAT/ACR that cites that evidence with precise remarks.

Small e-commerce: Prioritize the audit. Focus on core purchase flows and forms, implement fixes, and establish a light retest cadence. Skip the VPAT until an enterprise buyer or marketplace explicitly requests one.

University adoption: The buyer will require a VPAT from the vendor. A responsible vendor conducts an audit first, then produces a VPAT grounded in that evidence.

Monthly SaaS cadence: Establish a rhythm: periodic audits on shared components and critical journeys; targeted verification after impactful changes; VPAT updates tied to material shifts in scope or before major renewals. Keep the VPAT’s scope and dates synchronized with your latest audit window.

Final Thoughts

Accessibility audits and VPATs aren’t interchangeable; they serve different, complementary purposes. The audit digs into how your product actually behaves and shows you how to fix issues. The VPAT communicates that conformance in a format procurement teams trust. Organizations that treat the VPAT as living, evidence-based disclosure—and audits as an ongoing quality practice—build trust, reduce risk, and win more consistently.

Ready to move from claims to confidence? Schedule an ADA briefing with 216digital—we’ll review your product context, prioritize a first sprint, and outline a clear path from audit and remediation to a defensible, procurement-ready ACR.

Greg McNeil

September 10, 2025

Testing & Remediation, Uncategorized

Accessibility, Accessibility Audit, ADA, custom accessibility audits, VPAT, WCAG, Web Accessibility, Website Accessibility

Class Is in Session for Digital Accessibility
In the first week of school, a parent tried to submit a health form from her phone. The fields weren’t labeled, the keyboard focus jumped, and the “Submit” button never announced itself to her screen reader. Ten minutes later, she gave up—and the nurse never received the update. Small details in the interface had big, human consequences. This is why digital accessibility belongs on the same list as notebooks, logins, and bell schedules.

Accessibility on campus isn’t only ramps and elevators. The real campus now includes the learning management system, the student information system, online forms, classroom apps, digital textbooks, videos, and PDFs uploaded by teachers. When these touchpoints aren’t designed for everyone, the barriers are invisible but very real. Students miss assignments. Parents miss announcements. Teachers spend late nights wrestling with tools instead of teaching. Administrators field complaints they didn’t anticipate.

When School Technology Leaves Learners Behind

For ninth-grader using a screen reader doesn’t just see an untagged PDF as a small annoyance—it’s a wall. When a teacher is posting materials after hours, clear headings and alt text can be the difference between “done” and another late night reformatting. And for families juggling multiple jobs, captions and plain language turn school updates into something everyone can follow on the first read.

Digital accessibility gives every learner a fair start and lets ability—not the interface—decide the outcome. When a student can tab through an assignment form, a parent can complete it by voice on a phone, and a teacher’s resources read cleanly in NVDA or VoiceOver, learning gets easier for everyone.

What Digital Accessibility Looks Like in a School Context

Good accessibility is concrete and testable in the tools schools use every day:
- Structure and navigation. Pages use semantic headings, lists, and landmarks so assistive tech can move through the outline—not just the visuals. Menus are reachable with a keyboard and the focus is always visible.
- Forms that behave. Labels are programmatically tied to inputs, errors are described in plain language, and status messages are announced to screen readers.
- Accessible media. Videos include accurate captions; long recordings offer transcripts. Audio descriptions are available for essential visuals.
- Documents that travel well. PDFs are tagged with a correct reading order, real headings (not just bigger fonts), and alt text for images; exported DOCX/Slides preserve structure.
- Consistent components. Buttons act the same across the district site and the LMS; modals trap focus appropriately; alerts are announced.
- Language that teaches. Instructions avoid jargon, and content is written so a student or caregiver can follow it without specialized knowledge.
These are the details that turn “a student can technically reach the page” into “a student can actually complete the task.”

The Power of Accessibility Audits for Schools

If you want the honest state of your district site or campus platforms, start with an accessibility audit. A strong school-focused audit runs three complementary passes:
1. Automated scans to surface quick signals—contrast issues, unlabeled buttons, missing form labels, heading misuse.
2. Expert reviews with real assistive tech (e.g., NVDA/JAWS on Windows, VoiceOver on iOS and macOS) and keyboard-only navigation, mirroring how students and parents actually use the tools.
3. Task-based flows tied to school outcomes: enroll a student, submit a health form, find an IEP meeting notice, complete a quiz, download a worksheet and read it in a screen reader.
Automated tools catch a subset of problems; many of the blockers we see in schools—focus traps in portals, ambiguous link text like “Click here,” modals that don’t announce, inaccessible math or charts—require human judgment. The output of a good audit is practical: a ranked list of fixes tied to user impact, so IT and curriculum teams know what to tackle first, what can wait, and how to validate before the next release.

VPATs and ACRs: What Procurement Really Needs

After you address material issues, you’ll often need to document where your product or campus tool stands. That’s the role of a Voluntary Product Accessibility Template (VPAT®) and the resulting Accessibility Conformance Report (ACR)—structured reports that map conformance to standards such as WCAG 2.1 and, where applicable, Section 508.

For districts and universities, this is a procurement gate. Many will not move forward with an ed-tech vendor unless a current VPAT/ACR is provided and reviewed. A useful report is specific about what conforms and candid about gaps, with timelines and workarounds for instruction. That transparency earns more trust than vague “compliant” claims and helps committees compare solutions on equal footing.

Treat the audit as the truth-finding step and the VPAT/ACR as the communication layer. One improves the product students touch; the other explains to procurement and digital accessibility coordinators where it stands today.

Why Audits and VPATs Are Stronger Together (in Education)

Sequence matters:
1. Audit first. Identify barriers through expert and task-based testing aligned to real school workflows.
2. Remediate and retest. Fix code, refine content, update components, re-export documents correctly, and verify behavior with assistive tech.
3. Document with a VPAT/ACR. Communicate conformance clearly, including known gaps and planned remediation.
Reversing that order tempts over-promising and erodes credibility with accessibility coordinators, legal counsel, and curriculum leaders. Done in sequence, you earn trust and set a cadence your team can sustain throughout the year.

Build Digital Accessibility Into the School Year (Without Adding Endless Meetings)

Lasting progress comes from folding accessibility into normal practice:

1) Start With High-impact Fixes

Address keyboard navigation, focus order, alternative text, captions, contrast, and form labels across the district site and LMS. These unblock core tasks quickly.

2) Equip Every Role.
- Teachers: short checklists for posting accessible materials (headings, alt text, captioning options, accessible templates).
- Content specialists: guidance for writing in plain language and structuring documents for export.
- Developers/IT: patterns in your design system for buttons, modals, alerts, and form components with accessible defaults.
- Administrators: a simple rubric to evaluate ed-tech tools before adoption.
3) Bake Testing Into Releases

Before shipping portal updates or new templates, run a brief keyboard pass, a screen reader pass on key pages, and a contrast check on new UI. Keep it lightweight and repeatable—fifteen minutes can prevent weeks of support tickets.

4) Treat PDFs and Slides as Instructions, Not Attachments

Tag reading order, add bookmarks, write alt text, ensure exported files preserve structure, and prefer HTML or native formats when possible. If a document matters for learning, its accessibility matters.

5) Monitor and Iterate

School tech evolves constantly. Schedule periodic audits (e.g., pre-semester and mid-year), track accessibility issues like any other quality defect, and update your VPAT/ACR when material changes land.

Why This Matters for Teaching and Learning

Accessible technology doesn’t only prevent complaints—it improves learning:
- A captioned science video helps a deaf student follow along and helps a tired parent review content after a late shift.
- Clear headings in a history reading help a student with ADHD navigate and return to key sections.
- A well-labeled quiz with announced status messages reduces anxiety for students using screen readers.
- Plain-language instructions in the LMS lower the cognitive load for everyone, including multilingual families.
When digital accessibility is present, students get through important moments without roadblocks, teachers spend more time on pedagogy than troubleshooting, and families feel genuinely included in school life.

A Long-Term Strategy for Inclusive Schools

Digital accessibility is strategic infrastructure for education. Districts and campuses that invest in it reach more learners, reduce friction for families, and build trust across classrooms, offices, and board rooms. New terms begin all the time—new semesters, new platforms, new cohorts. Build them to include the people you intend to serve.

Ready for a concrete plan tailored to your school or district? Schedule an ADA briefing with 216digital. We’ll review your tech stack, content workflow, and procurement goals, then leave you with a prioritized roadmap and clear next steps your team can ship this term.
Greg McNeil

September 9, 2025

Legal Compliance

Accessibility, How-to, VPAT, WCAG, Web Accessibility, Website Accessibility
AI-powered Checks for Accessible PDF: Are They Enough?
Your team ships PDFs every week—policies, forms, reports. They look polished. But if a screen reader hits the footer before the body, the file isn’t usable. That’s the gap an accessible PDF is meant to close. Laws like Section 508 and WCAG don’t treat PDFs as special exceptions; if a document lives on your site, people should be able to move through it as easily as a web page. AI helps with the basics and saves time. The real question: how far can you trust it on its own?

Before we dig into tools, here’s how the standards actually fit together.

What An Accessible PDF is—And Why the Law Cares

Two complementary standards govern PDF accessibility. PDF/UA (ISO 14289) defines how a PDF’s internals must be constructed so assistive technologies can reliably parse and convey the content. The Web Content Accessibility Guidelines (WCAG) governs outcomes when that PDF is published on the web—what users must be able to perceive, operate, understand, and rely on.

PDF/UA (ISO 14289): Technical Conformance

PDF/UA requires a correct structure tree with semantically appropriate tags (headings, lists, tables, figures), accurate role mapping, and a logical reading order. It expects:
- Properly associated table headers and scopes.
- Descriptions for non-text content; decorative material marked as artifacts.
- Form fields (AcroForms) with programmatically associated labels, names, and instructions.
- Declared document language and consistent language shifts where needed.
- Links, bookmarks, and metadata that reflect actual structure.
- The goal is consistent exposure of semantics to accessibility APIs so screen readers announce content as intended.
WCAG for PDFs: Publication Context and User Outcomes

When a PDF is part of web content, WCAG success criteria apply (e.g., 1.3.1 Info and Relationships, 1.3.2 Meaningful Sequence, 2.4.6 Headings and Labels, 3.1.1 Language of Page). WCAG focuses on the experience: users must navigate by headings, traverse content in a meaningful sequence, operate everything via keyboard, and understand relationships in tables, lists, forms, and links.

How They Fit Together

Think of PDF/UA as the engineering spec (how the file is built) and WCAG as the published experience (what users can actually do). Meeting one without the other leaves gaps—either structurally sound but unusable in context, or polished in presentation but unreliable under the hood.

Operational Definition of “Compliant”

In practice, compliance means a screen-reader user can:
- Move by headings in a sensible hierarchy;
- Traverse content in sequence;
- Complete forms with announced labels and instructions;
- Understand tables with correctly exposed headers;
- Access links and landmarks without detours.
With the standards context set, let’s look at why many PDFs still miss—and where automation helps versus where expert review remains essential.

Why PDFs Are So Often Non-compliant

Most teams don’t author in PDF first; they export—and that’s where trouble starts. Typical failures include missing or incorrect tags, reading orders that jump around, scanned pages without OCR, and forms or tables whose structure isn’t exposed to assistive tech. A quick snapshot:
- No tags or the wrong tags → a screen reader announces “graphic, graphic, graphic” through a one-page flyer.
- Reading order off → Footnotes should be read before the body copy.
- Scanned pages with no OCR → 12 images, zero searchable text.
- Mis-structured forms/tables → required fields can’t be reached; headers don’t announce.
At scale—monthly statements, board packets, downloadable reports—small mistakes multiply. The volume is exactly why many teams turn to automation to keep pace and to move each file closer to an accessible PDF without starting from scratch.

What AI-powered Accessibility Tools Do Well (Today)

Give an AI checker a clean annual report and it can often spot headings, set a reasonable reading order, and propose alt text you can refine. That alone can cut remediation time significantly. Modern tools handle a few tasks particularly well:
- Recognizing layout blocks (headings, paragraphs, lists)
- Running OCR on scanned content to restore real text
- Drafting tags for simpler figures (e.g., charts vs. logos)
- Flagging obvious misses (untagged images, empty titles, missing language metadata)
They’re fast, consistent, and tireless. Most importantly, they reduce the grunt work so specialists can spend time where judgment matters. What they can’t do is confirm that structure equals meaning—or guarantee that the end result behaves like an accessible PDF for every user scenario.

Where AI Still Falls Short—and Why People Still Matter

Some documents ask more than a model can answer. Two common gotchas:
- Nested tables and forms. A claims form with merged cells can look “tagged” but read like alphabet soup.
- Meaning vs. style. A bold sentence in a paragraph isn’t a heading; many models tag it that way.
Tools also struggle with language switches mid-document, disclaimers that must tie to the right section, and reading orders that look logical to software but feel disorienting in a screen reader. A file may “pass” an automated check yet remain frustrating to use. That gap is not just usability—it’s risk. A defensible review still needs a human to ask: Does this read like an accessible PDF for someone relying on assistive tech?

The Hybrid model for Accessible PDF Compliance

Start with the tool, finish with a person.
- AI first pass: establish the skeleton, set reading order, surface missing text alternatives, and catch obvious metadata gaps.
- Human pass: repair tables, confirm form flow, check headings/links, and test a few pages with NVDA or VoiceOver.
- Evidence trail: keep a short log of what changed and who checked it; if questions come later, you have the paper trail.
This model balances speed with judgment. It scales because automation removes repetition while reviewers focus on the parts that shape the experience and, ultimately, compliance for an accessible PDF in the real world.

AI is Powerful, But Not a Solo Act

AI can accelerate the work, but it can’t replace judgment. If you’re balancing risk with reality, a two-pass workflow (tool, then human) is the path that holds up. The payoff is practical: fewer errors, faster cycles, clearer records, and a more reliable accessible PDF experience for your audience.

If you want a second set of eyes—or a process your team can pick up and run—216digital can help. Schedule an ADA briefing with 216digital, and we’ll map a workflow that fits your documents, your deadlines, and your compliance goals.
Greg McNeil

August 26, 2025

Legal Compliance

Accessibility, accessible PDF, Ai and Overlay Widgets, AI-driven accessibility, PDF, PDF/UA (ISO 14289), WCAG, Web Accessibility, Website Accessibility
Web Accessibility Checklist for CA Businesses
California sets the tone for digital accessibility—and businesses can’t afford to ignore it. Between strict state laws, federal regulations, and an active litigation environment, accessibility isn’t just a best practice; it’s a requirement.

This guide breaks down what compliance means in California and gives you a step-by-step web accessibility checklist you can actually use. Think of it as a roadmap that not only lowers legal risk but also creates a better experience for every visitor on your site.

Why Accessibility Matters in California

California is one of the most aggressive states when it comes to enforcing web accessibility. Both federal and state laws apply, creating more risk for businesses with an online presence.

A few things you should know:
- ADA (Americans with Disabilities Act): Courts in California have ruled that websites and apps connected to physical businesses must be accessible. Cases like Robles v. Domino’s made that crystal clear.
- Unruh Civil Rights Act: Unique to California, this law ties into the ADA but adds monetary damages—starting at $4,000 per violation. Multiple issues can multiply costs quickly.
- CPRA (California Privacy Rights Act): Privacy notices, opt-outs, and user controls must also be accessible to people with disabilities.
- AB 434 (Public Agencies): Requires California government websites to meet WCAG 2.0 AA.
- Section 508 (for federal contractors): Applies if you do business with federal or state-funded entities.
- AB 1757 (Pending): Would make WCAG 2.1 AA mandatory for all California websites and allow individuals to sue directly.
Your California Web Accessibility Checklist

Think of this web accessibility checklist as an ongoing process—not a one-time project. Accessibility isn’t something you can “fix” and walk away from. Each new feature, design tweak, or plugin you add can introduce fresh challenges, so it’s best to weave accessibility into your regular site reviews and updates.

1. Know Your Legal Landscape

Before you start making changes, pause and figure out which laws apply to your organization. A private company, a public agency, and a government contractor each face different sets of rules—and knowing where you fall will shape your strategy.

Begin by asking a few simple questions:
- Is your business based in California, or do you simply serve California residents?
- Which laws apply to you? That could mean the ADA, the Unruh Civil Rights Act, CCPA/CPRA, Section 508, AB 434 for public sector sites, and potentially AB 1757 once it takes effect.
- Who in your organization should own accessibility? Whether it’s your legal lead, a developer, or someone on the marketing team, make sure accountability is clear—and involve design, development, content, and legal voices early.
2. Identify Your Accessibility Gaps with a Web Accessibility Checklist

Once you know your obligations, it’s time to take an honest look at your website. Where might someone hit a barrier?

Start with an automated scan like Google Lighthouse, or WAVE. Tools like these are great for catching obvious issues—missing alt text, weak color contrast—but they only scratch the surface. The real insights come from manual testing. Try navigating your site using just a keyboard, or fire up a screen reader. Can you move through forms, menus, and checkout without a mouse? Does everything make sense when spoken aloud?

Keep careful notes as you go. Screenshots, detailed observations, and a running log of issues will help guide your fixes. Just as importantly, they also show good-faith effort if your compliance is ever questioned. Using a web accessibility checklist here helps you capture both the technical and usability gaps

3. Fix Barriers and Align with WCAG 2.2 Level AA

Now comes the hands-on work: fixing the barriers you’ve found. The most reliable standard to aim for is WCAG 2.2 Level AA, since courts and regulators often look to it as the baseline. WCAG breaks accessibility into four guiding principles—Perceivable, Operable, Understandable, and Robust (POUR). Here’s what that means in practice:

Perceivable
- Add alt text to all meaningful images
- Make sure text can be resized up to 200% without breaking layouts
- Provide captions, transcripts, and audio descriptions for multimedia
- Avoid relying solely on color to communicate information
- Keep text-to-background contrast strong
- Indicate language changes in your site’s code
Operable
- Make sure every function works via keyboard
- Add a “Skip to Content” link so users don’t have to tab endlessly
- Keep buttons, icons, and menus predictable
- Prevent content from shifting unexpectedly when users interact with it
- Let users pause or stop auto-play and extend time limits on forms
- Support both portrait and landscape orientations
Understandable
- Use clear, descriptive headings and labels
- Write page titles that actually reflect what’s on the page
- Make sure error messages are easy to spot and explain how to fix them
Robust
- Test your site across different devices and screen sizes
- Ensure functionality for users with limited mobility
- Use semantic, well-structured HTML so assistive tech works correctly
- Keep content usable even when text spacing is adjusted
4. Don’t Forget Privacy and Legal Disclosures

Accessibility doesn’t stop at your homepage or checkout process. In California, your privacy notices, cookie banners, and consent forms are just as important.

That means every checkbox, toggle, and opt-out option should be easy to reach with a keyboard and clear to a screen reader. Focus states should stand out, and every label should be tied programmatically to its control. When it comes to policies, avoid dense blocks of text. Instead, break them into sections with clear headings and write in plain, straightforward language. And whenever you link to something, make the link text meaningful—skip the vague “click here.” Regulators will expect these areas to meet the same accessibility standards as the rest of your site. A web accessibility checklist can serve as a reminder to evaluate these areas, which often get overlooked.

5. Plan for Ongoing Compliance

The last step is about staying consistent. Accessibility isn’t a box you check off—it’s a practice you build into your regular workflow.

Set up a review schedule: quarterly audits for the full site, plus monthly spot checks for high-traffic pages. Fold accessibility into your design reviews, pull requests, and release cycles so issues get caught early.

Be especially careful with third-party tools. Chat widgets, plugins, and embedded media can easily create barriers if they aren’t coded properly. Vet them before adding them to your site.

And finally, keep your team sharp. Train designers, developers, and content creators regularly so accessibility remains second nature. Maintain a log of issues you’ve found and fixed—this not only helps with continuity but also shows your ongoing commitment if anyone ever challenges your efforts.

Accessibility: Not a Project, a Practice

California businesses operate in one of the most demanding accessibility environments in the country. By treating accessibility as part of your ongoing website maintenance, you protect yourself from lawsuits, reduce customer frustration, and build trust with every visitor.

The important part isn’t achieving perfection immediately—it’s showing steady progress and a willingness to keep improving.

Need Help Making Sense of It All?

If you’re unsure where to begin—or how to scale this web accessibility checklist across your team—216digital can help. We specialize in accessibility audits, practical remediation planning, and ongoing support for businesses serving California consumers.

Schedule a free ADA briefing today and gain clarity on what compliance means for your website in California. Together, we’ll prioritize the fixes that reduce your risk and deliver a better digital experience for everyone.
Greg McNeil

August 22, 2025

Legal Compliance

Accessibility, California Consumer Privacy Act, California Web Accessibility Laws, Legal compliance, WCAG, Web Accessibility, Website Accessibility
Email Accessibility: Make Every Click Count

You spend hours testing subject lines, analyzing open rates, and crafting the perfect call to action. But if your emails are not accessible, you may be unintentionally excluding millions of potential readers. More than one billion people around the world live with some form of disability, and many rely on assistive technologies such as screen readers, magnifiers, or keyboard navigation to interact with digital content. This is why email accessibility should be at the center of every campaign you send.

This is where email accessibility makes a difference. Accessible emails do not only support people with disabilities; they also improve reach, engagement, and usability for everyone. You can think of accessibility as a safety net during your quality assurance process, one that helps make sure your hard work actually reaches its audience. The encouraging part is that small and thoughtful changes can create a big impact.

Structure and Layout: Design for Navigation, Not Just Aesthetics

Attractive design may catch the eye, but structure is what allows readers to move through your message with ease. Using semantic heading tags such as <h1>, <h2>, and <h3> helps organize your content in a way that screen reader users can understand. Headings should flow in a logical order without skipping levels. Relying on bold text or font size alone to show importance does not provide the same clarity.

Tables are another common issue. They should be avoided for layout purposes whenever possible because screen readers can misinterpret them. If a table must be used for structure, adding role="presentation" tells assistive technology that it is decorative rather than data.

It is also important to test your emails using only the Tab key. If you cannot reach every link, button, and input field by tabbing through the message, your subscribers will face the same problem.

Image Accessibility: More Than Just Pretty Pictures

Images are powerful in marketing emails, but without the right preparation, they can create barriers. Every image should include descriptive alt text that explains its purpose. If the image is decorative and does not add meaning, use empty alt text so that screen readers can skip it.

Critical information, such as discount codes or calls to action, should never exist only within an image. Live text ensures that the message still appears even if images are turned off in the inbox. A good test is to disable images and see whether the email still conveys your intended message.

Animations also require care. Flashing or strobing content can cause serious discomfort or even seizures for some readers. Autoplaying GIFs may distract from your main message. Whenever possible, give users the ability to pause or stop moving elements.

Links and Calls to Action: Clear, Clickable, Inclusive

Calls to action are where engagement happens, and they must be designed with clarity in mind. Instead of vague text such as “Click here,” choose phrases like “Read the full guide” or “Shop the new collection.” Screen reader users often move through an email by jumping between links, so each one needs to make sense on its own.

Links should always be visually distinct. Underlining them is the best practice since relying on color alone is not effective for people with color blindness. Buttons and links should also be large enough to tap easily on a mobile device. A minimum size of about 44 by 44 pixels provides enough room for users with limited dexterity. Spacing links apart reduces the chance of misclicks. These adjustments not only improve email accessibility but also increase click-through rates by making the experience smoother for everyone.

Copywriting and Readability: Make Every Word Count

Email accessibility applies to words as much as to code or design. Short and direct sentences help readers understand quickly. Breaking your content into smaller paragraphs with clear subheadings makes the email less overwhelming.

Avoid heavy jargon or insider language that may confuse people. Simple words in everyday language travel further and faster. Writing in an active voice also helps keep your copy engaging.

Do not forget the basics of text styling. Font sizes should be at least 14 points, which is especially important for people with low vision or anyone reading on a small screen. Text should be left-aligned only, since centered or justified alignment slows down reading speed and can reduce comprehension.

Multimedia Content: Do Not Skip the Captions

Many email campaigns now include video, audio, or GIFs. These can make content more dynamic, but they bring accessibility challenges that need attention. Any video or audio clip should come with captions or transcripts. Captions are essential for people who are deaf or hard of hearing, but they also help people who are in noisy environments or those who are somewhere quiet and cannot turn on the sound.

Animated GIFs should avoid flashing sequences or rapid loops. If movement is key to your message, include a description of it in the email copy or offer a static fallback image. Multimedia can be powerful, but it should never come at the expense of accessibility.

A Pre-Send Accessibility Checklist

Before you hit send, it helps to run through a quick accessibility check. Try navigating the email with only your keyboard. Make sure every image includes descriptive alt text or an empty alt attribute if it is decorative. Look at your link text and ask if it clearly describes the action or destination. Turn images off and check if the message still makes sense. Confirm that your color contrast is strong enough to read comfortably. Review your animations to see if they are subtle and under control. Lastly, read the text on both desktop and mobile screens to confirm that the font size is easy to read.

These checks only take a moment, but they can prevent frustration and lost engagement.

Accessibility Is a Long Game, but Every Email Helps

No email will ever be perfectly accessible. The goal is not perfection but progress. Each improvement you make expands your reach, improves engagement, and builds trust with your audience.

Email accessibility is not only about legal compliance. It is also about creating meaningful connections. By removing barriers, you ensure that your message reaches as many people as possible and resonates more deeply with them. Making email accessibility part of your long-term strategy strengthens both your brand reputation and the experience of every subscriber.

The next time you prepare a campaign, add accessibility to your checklist. Treat it as part of your workflow, not an extra chore. An inaccessible email is never as effective as it could be.

If you need a clear plan for accessible digital communication, schedule an ADA briefing with 216digital. We will walk you through practical steps to make your email campaigns and your digital presence more inclusive, more effective, and better prepared for the future.

Greg McNeil

August 12, 2025

How-to Guides, Legal Compliance

Accessibility, email accessibility, WCAG, WCAG Compliance, Website Accessibility
When Web Accessibility Standards Gets Fuzzy
Every team that works on digital accessibility eventually runs into the same moment: the rules don’t feel black and white. You’re following the Web Accessibility Guidelines (WCAG) and doing your best to interpret them. Then suddenly, you find yourself asking: Does this count? Are we helping everyone, or could this fix create a new barrier somewhere else?

That’s not a sign you’re doing something wrong. It’s how web accessibility standards are written. WCAG is designed to cover countless technologies, contexts, and user needs—not to prescribe one rigid answer for every situation. That flexibility leaves room for judgment, but it can also leave teams second-guessing their choices.

This article is here to help. We’ll walk through why these “grey areas” exist, why they’re not a weakness but a feature of the standard, and—most importantly—how you can approach them with confidence. You’ll get a practical, repeatable framework to guide decisions, reduce risk, and keep accessibility focused on what really matters: creating digital experiences that work for people.

What Are WCAG “Grey Areas”?

“Grey areas” are success criteria that can be met in more than one valid way, or where context changes the best answer. They matter because solving for one disability group can, at times, introduce friction for another. Trade-offs are real, and responsible teams face them head-on.

These scenarios highlight why web accessibility standards are intentionally flexible, pushing teams to weigh impact, not just compliance.
- Dark mode: A darker theme can reduce glare and help many people with low vision or light sensitivity. But some users with dyslexia or astigmatism may read best with higher-contrast dark text on a light background. A user-controlled toggle is a solid compromise.
- Reflow (SC 1.4.10): Avoiding horizontal scroll at 320–400 px width sounds simple, until a multi-column data table collapses and users lose the ability to compare rows and columns.
- Non-text contrast (SC 1.4.11): What counts as “essential” visual information? In infographics or dense UIs, borders, separators, and icon strokes can be more important than they look at first glance.
- Link purpose (SC 2.4.4): Is “See details” okay? Often yes—if the link sits under a descriptive product name or is wrapped with an accessible name/description that conveys purpose. If a page lists 20 identical “Read more” links with no additional context, that’s a problem.
- Alt text: Even the basics aren’t always basic. An image might need a rich description on a museum site, but be marked decorative in a dashboard if it adds no meaning.
Why Ambiguity Exists—and Why That’s Okay

WCAG isn’t a script; it’s a set of outcomes. It avoids prescribing specific UI patterns so it can work across devices, frameworks, and future tech. That flexibility can feel frustrating when you need a yes/no answer today. But it’s also where web accessibility standards allow accessibility leadership to shine.

The goal isn’t perfection. It’s clarity, consistency, and usability—especially for people who rely on assistive technology. When the standard leaves room for interpretation, your job is to apply sound reasoning, test with real users, and document what you did and why.

A Practical Framework for Resolving WCAG Grey Areas

Use this five-step process to move from “it depends” to “here’s what we’ll do.”

Step 1: Start with the Source

Go beyond the short success-criterion text and read the Understanding WCAG guidance. These pages explain intent, define terms, and include examples and common failures. Many “edge cases” are addressed there, even if not word-for-word identical to your scenario.

Tip: Keep a shared team doc of the Understanding pages you reference most. It speeds consensus.

Step 2: Analyze Real User Impact

Shift from “Does this pass?” to “Who does this help or hinder—and by how much?” Consider:
- Screen reader and braille users
- Keyboard-only and switch users
- Low-vision users (zoom, magnifiers, custom styles)
- Users with cognitive or attention-related conditions
- Motion/vestibular sensitivities and color-vision differences
Ask: Does one option create a minor inconvenience while another blocks a key task? If a choice affects checkout, account access, or a critical service, prioritize task success over neatness or brand purity.

Step 3: Test with People Who Use AT

When the stakes are high, run quick, focused usability tests with people who use assistive tech. You don’t need a giant study. Five to eight participants who reflect the impacted group can reveal what theory can’t.
- Scope the test to the specific component or flow.
- Observe with screen readers, keyboard only, and zoom.
- Capture where users stumble, not just what they say.
User evidence turns debates into decisions.

Step 4: Phone a Friend (the Right One)

If internal consensus stalls, bring in an accessibility expert with hands-on WCAG experience—ideally someone comfortable with dynamic UIs, eCommerce patterns, and ARIA.

Credentials like CPACC can help, but project-based proof matters most: “Show me where you solved this before.”

Step 5: Document Your Rationale

Most teams skip this safety net. For every grey-area decision, record:
- The WCAG criterion(s) at issue
- The ambiguity you faced
- The options considered
- The reasoning: user impact, technical feasibility, constraints
- Any expert input or user-testing results
- The final decision and where it applies (component, template, page type)
Store this where designers, developers, QA, and product can find it. You’ll create consistency across teams and time.

Common Examples, Resolved with the Framework

Let’s revisit those tricky scenarios and apply the process. This is where teams can see how web accessibility standards translate from theory into practice.

Reflow vs. Data Integrity (SC 1.4.10)
- Challenge: A comparison table collapses at 320 px, and users can’t relate cells across columns.
- Approach: Understanding WCAG clarifies that the intent is to avoid two-dimensional scrolling for most content while preserving meaning.
- Decision: Provide a responsive table with a toggle: stacked rows by default for small screens, with a “Compare columns” view that preserves tabular relationships and allows horizontal scroll within the table container. Add a “Skip to table comparison” anchor and ARIA summary to explain the toggle.
- Result: Reflow is respected where it helps, and comparison remains possible where it matters.
Link Purpose in Card Grids (SC 2.4.4)
- Challenge: Product cards each have an image, name, price, and a “See details” link.
- Approach: Screen reader testing shows that when the product name is an accessible link, the extra “See details” adds noise.
- Decision: Make the product title the primary link with a descriptive accessible name (e.g., “View details for Acme Pro Blender”). Keep “See details” visible but aria-hidden or make it a button that moves focus to the same target for sighted mouse users who expect it.
- Result: Purpose is clear programmatically and visually; duplication is removed for AT users.
Non-Text Contrast on Icon Buttons (SC 1.4.11)
- Challenge: Icon-only controls use thin strokes that technically reach 3:1 against the background, but some users miss them.
- Approach: Prioritize recognizability over minimalism.
- Decision: Increase stroke width and contrast on the icon and its focus indicator. Add an accessible name (e.g., “Filter results”) and a visible label on hover/focus for cognitive clarity.
- Result: The control is perceivable and operable for more users—even if it slightly shifts the visual aesthetic.
Dark Mode and Motion Preferences
- Challenge: Dark mode improves comfort for many, but not all. Animations delight some, but can trigger discomfort for others.
- Approach: Respect user control and system settings.
- Decision: Provide a theme toggle that remembers preference. Honor prefers-color-scheme and prefers-reduced-motion. Keep contrast targets consistent across themes.
- Result: Users opt into what works for them; your defaults are inclusive, not absolute.
Alt Text in Dashboards
- Challenge: Decorative charts and status icons risk becoming screen reader noise.
- Approach: Identify the purpose of each image.
- Decision: Provide a textual summary or data table for the chart. Mark decorative images with empty alt (alt=""). For meaningful icons, supply concise alt text or an aria-label on the control they’re part of.
- Result: Users get the information without redundant chatter.
Let Strategy Guide You—Not Guesswork

Grey areas in web accessibility standards aren’t flaws to fear—they’re invitations to make thoughtful, people-first choices. With a repeatable process, you can:
- Ground decisions in the intent of WCAG, not just the letter web accessibility standards.
- Weigh real user impact over theoretical compliance.
- Validate with targeted testing and expert input.
- Build a paper trail that improves consistency and reduces risk.
Accessibility is a journey, especially on complex products. You won’t get every decision perfect the first time, and that’s okay. What matters is that your choices are deliberate, documented, and centered on the people who need your site to work every single time.

Need a second set of eyes? If your team is wrestling with ambiguous criteria, we can help you apply web accessibility standards in a way that fits your design system, codebase, and real users. Schedule an ADA briefing with 216digital to walk through your grey-area challenges and map a clear, defensible path forward.
Greg McNeil

August 7, 2025

WCAG Compliance

Accessibility, WCAG, WCAG Compliance, WCAG conformance, Website Accessibility
UX in Mind: Your Simple Guide to Accessible Design
The success of any website or app really boils down to one thing: how it feels to use. If people can navigate your site easily, find what they’re looking for, and get things done without frustration, they’re far more likely to stick around—and come back. But when the experience is confusing, clunky, or leaves some users behind? That’s when you lose them.

At its core, good UX design is about making sure everyone can use your product—regardless of ability, device, or familiarity. The best experiences don’t just work for some; they work for all.

We’ve put together a practical checklist to help you design with accessibility in mind—covering visual, auditory, motor, and cognitive needs. And we’ll point you toward helpful tools and resources so you can keep learning, keep improving, and keep building digital experiences that truly welcome everyone.

The Fundamentals of Accessible UX

Accessibility is about designing for how people actually live and interact—not just for some perfect, idealized user. It’s about making space for the full range of human experiences, because that’s who’s showing up at your digital doorstep. And when you zoom out, the impact becomes clear: over 16% of the world’s population lives with a significant disability. When you keep that in mind from the start, the end result isn’t just more inclusive—it’s better for everyone.

And yes, the benefits are very real:
- You’ll reach more people
- Build stronger trust with your audience
- Lower your legal risks
- And create a smoother, more enjoyable experience across the board
But to get there, it helps to understand how accessibility and usability work together.

Accessibility vs. Usability

Accessibility and usability go hand in hand, but they aren’t quite the same thing. Accessibility means people can use your site—regardless of ability. Usability means they want to. It’s the difference between building a ramp and making sure the door is easy to open once you get there. When both are in place, you’re not just meeting a requirement—you’re delivering a great experience.

So how do you do that in practice?

In the sections ahead, we’ll walk through four key areas to focus on: visual, auditory, motor, and cognitive accessibility. Each one connects to the WCAG POUR principles—Perceivable, Operable, Understandable, and Robust—which are all about making digital content work well for as many people as possible, in as many ways as possible.

Visual Accessibility: Making Your Content Clear

When it comes to digital experiences, what people see—and how clearly they see it—matters. Strong accessible design means your content shows up well for everyone, no matter their vision or viewing environment. Whether someone’s using a screen reader, navigating with magnification tools, or just scrolling on their phone in the sun, your design choices can make a big difference.

Color and Contrast: Give Every Element a Voice

Color does a lot of heavy lifting in design, but it shouldn’t have to carry meaning on its own. Good contrast helps your content stand out and stay legible in all kinds of settings—from dark rooms to bright sidewalks. Use tools like WebAIM Contrast Checker to spot trouble areas before your users do.

Instead of just using red to show an error, pair it with an icon and a message that says what’s going on. That way, everyone—regardless of how they see color—gets the same info. And skip putting important text over photos or gradients. It might look nice, but it often makes things harder to read.

Try this: View your layout in grayscale. Can you still tell what’s what? If not, it’s time for a few tweaks.

Text and Typography: Keep It Clean and Comfortable

Fonts don’t just carry words—they carry the experience. Stick with simple, sans-serif fonts like Arial, Helvetica, or Open Sans. They’re easier to read and less likely to cause eye strain. Avoid fancy decorative fonts for body copy, and go with a minimum of 16px for body text. Line height should feel breathable—somewhere around 1.4 to 1.6x the font size—so your words don’t feel cramped.

And remember, people should be able to zoom in up to 200% without a loss of content. That’s not just a nice-to-have—it’s part of WCAG’s requirements.

Quick test: Zoom way in and try navigating with just a keyboard. Everything should still be readable, usable, and scroll in one direction.

Images and Media: Describe What Matters

Images aren’t just decoration—they carry meaning, emotion, and context. But that only works if everyone gets to experience them. That’s where alt text comes in. For each image, ask yourself: What is this doing here?

If it’s decorative, mark it with empty alt text (alt=""). If it’s showing something important—like a process, a chart, or an instruction—give it a short, clear description. And for complex visuals? Offer a more detailed breakdown nearby or link out to a longer description.

Heads up: Avoid embedding key text inside images. If you have to, make sure that the same info is also available as live text on the page.

Links and Structure: Build a Clear Path

“Click here” doesn’t cut it anymore. Link text should be clear and specific—like “Download the full pricing guide” or “View shipping options.” This gives screen reader users meaningful context and helps anyone scanning your page understand exactly where a link will take them.

But clarity isn’t just about links—it’s about how the entire page is structured.

Use semantic headings (H1 to H6) to create a strong, logical outline. That helps screen reader users and keyboard navigators alike. And if you want to go a step further, use ARIA landmarks (like role= "main" or role= "navigation") to give even more structure to your layout.

Try this: Tab through your site or listen to it with a screen reader. If the page sounds confusing out loud, it probably reads that way too.

Auditory Accessibility: Sound That Speaks to Everyone

Audio can bring depth to your content—but only if it’s accessible. Make sure all multimedia includes captions or transcripts. This isn’t just about supporting users who are d/Deaf or hard of hearing—it’s about meeting people where they are: whether they’re in a crowded café, a quiet office, or scrolling with the sound off.

Captions should be accurate, well-timed, and include important background sounds like [music] or [laughter] when they add meaning. Bonus points if you also let users control playback speed, jump to specific moments, or pause when needed.

Skip the surprise: Don’t autoplay audio or video. And if it starts automatically, make sure there’s an easy-to-find pause or mute button.

If your design relies on voice commands, always offer another way to engage—like buttons, text input, or keyboard shortcuts. Voice should be an option, not a barrier.

Motor Accessibility: Let Everyone Navigate Their Way

Not everyone uses a mouse. For some users, navigating your site with a keyboard—or assistive tools like switch controls—is their primary method. That’s why motor accessibility is so important.

Your site should be fully usable with just a keyboard. That means:
- A logical tab order that follows the flow of the page
- Visible focus styles that clearly show where the user is
- Accessible modals that keep focus inside until they’re closed
- A skip link to let users jump past repeated content
Touch targets need to be big enough—at least 44px by 44px—and spaced well so people don’t hit the wrong button by accident. And don’t rely on hover-only tooltips. Make sure the same info shows up when elements get keyboard focus or a tap.

Test it out: Try using your site with only the keyboard. You’ll quickly spot any dead ends or frustrating traps.

Cognitive Accessibility: Make It Clear, Make It Work

Cognitive accessibility is about reducing mental strain. It’s for users who may be neurodivergent, have memory or learning differences, or just want a simpler, calmer experience (which, honestly, is all of us sometimes).

Consistency is key. Stick with familiar UI patterns and avoid switching up layouts too often. Too many options on one page? That can be overwhelming. Break things down. Keep it focused.

Tips that go a long way:
- Use plain, conversational language
- Break content into bite-size chunks
- Add helper text or examples near form fields
- Use bullet points and clear headers to help users scan
Avoid flashy carousels, blinking elements, or countdown timers that can’t be paused. If a timer is necessary—say for a session timeout—give users a heads-up and a way to extend their time.

Pro move: Offer a simplified or “reading mode” view for content-heavy pages. It can make a big difference in comprehension and comfort. These types of accessible design choices often benefit all users, not just those with cognitive disabilities.

Accessible Design Checklist

Keep this quick-reference checklist close at hand:

▪ Strong color contrast (4.5:1 minimum)

▪ No reliance on color alone for important information

▪ Legible, scalable fonts and adequate spacing

▪ Descriptive alt text for images

▪ Clear, descriptive link text

▪ Proper heading structure (H1–H6)

▪ Keyboard navigable with logical tab order

▪ Captions and transcripts for all multimedia

▪ Accessible media playback controls

▪ Large, spaced interactive elements

▪ Consistent layout and navigation

▪ Plain language instructions

▪ Flexible time limits for tasks and forms

Accessible Design Never Clocks Out

You’re already doing the work—asking better questions, designing more thoughtfully, and looking at your site through more than one lens. That’s what leads to lasting change.

There’s no final destination when it comes to accessible design. But every shift in your design process—every adjustment, every decision made with someone else’s experience in mind—moves the web in the right direction.

And if you ever want backup or a fresh set of eyes, 216digital is here to help. We offer accessibility briefings to give you clarity, confidence, and a plan to move forward.
Greg McNeil

July 24, 2025

How-to Guides

Accessibility, Accessible Design, Graphic Designer, How-to, inclusive desgin, UX, WCAG, Web Accessibility, Web Accessible Design
What States Have Their Own Accessibility Laws?
It’s one thing to know that digital accessibility matters. It’s another to figure out which accessibility laws actually apply to your business—and that’s where things start to get murky. Some states follow the federal lead. Others have their own rules, timelines, and expectations. A few have no official laws at all but are still seeing lawsuits.

It’s not always clear where the lines are. And if you’re trying to do things right—without getting blindsided later—it helps to know what’s happening in your state, not just in theory.

Here’s what’s really going on across the country, one state at a time.

The Federal Foundation for Digital Accessibility

Before we get into what each state is doing, let’s take a quick look at the bigger picture. At the federal level, two key laws shape how we approach digital accessibility: the Americans with Disabilities Act (ADA) and Section 508 of the Rehabilitation Act. These set the baseline—and everything else tends to build from there.

Americans with Disabilities Act (ADA)

The ADA has been around since 1990, created to prevent discrimination against people with disabilities in all areas of public life. While the law doesn’t specifically mention “websites” or “apps,” courts have increasingly interpreted digital platforms to fall under its scope—especially when tied to public services or businesses that serve the public.

Titles II and III of the ADA
- Title II applies to state and local governments. It requires their websites and digital services—like online forms, schedules, and service portals—to be accessible to people with disabilities.
- Title III covers private businesses and nonprofits, from retailers and restaurants to healthcare providers. If you’re offering goods, services, or information online, accessibility isn’t optional—it’s expected.
Although the ADA doesn’t lay out specific technical standards, most lawsuits point to the Web Content Accessibility Guidelines (WCAG) as the benchmark. Ultimately, ADA compliance is about more than avoiding a lawsuit—it’s about making sure everyone, regardless of ability, can fully participate in today’s digital world.

Section 508 of the Rehabilitation Act

Section 508 of the Rehabilitation Act plays a major role in shaping digital accessibility across federal agencies. Originally passed in 1973 and expanded in 1998, it requires that all federal electronic and information technology (EIT) be usable by people with disabilities. That includes everything from websites and software to internal systems and public documents.

But its impact goes beyond government offices. If you’re a contractor or vendor working with federal agencies, you’re expected to follow these same standards. That has made Section 508 a powerful driver of accessible design across both public and private sectors.

Together, Section 508 and the ADA form the foundation for digital accessibility compliance across the country. But depending on where you operate, state-specific laws may also come into play.

States with Their Own Accessibility Laws

While every state must comply with the ADA and Section 508 over 30 states have adopted digital accessibility requirements beyond the federal baseline.

Alaska

Alaska does not currently have its own state-specific digital accessibility laws. However, the state government maintains a State of Alaska ADA Compliance Program and voluntarily adheres to WCAG 2.1 Level AA standards for its own digital services. This means that while there are no separate legal mandates in place, Alaska’s agencies are actively working to ensure their websites and online content are accessible to individuals with disabilities.

Arizona

Arizona has incorporated digital accessibility into its statewide IT policy. The state’s accessibility policy requires all government agencies and entities receiving state funding—except certain universities—to follow clear accessibility guidelines. These standards are designed to ensure that public-facing digital content is usable by people with disabilities and aligned with current best practices, including WCAG principles.

Arkansas

Arkansas has its own digital accessibility law known as Act 1227 of 1999. This legislation requires that all state government agencies and entities receiving state funding ensure their websites are accessible—particularly to individuals who are blind or visually impaired. While the law predates modern WCAG guidelines, it underscores the state’s early commitment to creating digital spaces that serve all users equally.

California

California has some of the most comprehensive digital accessibility laws in the country, reflecting the state’s broader commitment to civil rights and inclusive technology. Key statutes include:
- Government Code Section 11545.7: Requires every state agency to post a certification of compliance with digital accessibility standards on their website every two years. Sites must meet the requirements of Sections 7405 and 11135 and align with WCAG 2.0 Level AA.
- Government Code Section 7405: Reinforces Section 508 of the Rehabilitation Act and mandates that state agencies ensure their electronic and information technology is accessible.
- Unruh Civil Rights Act: Prohibits businesses from discriminating based on disability, including through their digital services. The law applies even to out-of-state companies selling products or services to Californians. Violators can face minimum fines of $4,000 per offense.
- Government Code Section 11135: Similar to the Unruh Act, but focused on state-run or state-funded programs. It bars discrimination in any activity or program operated by or receiving financial support from the state.
Taken together, these laws make California one of the most proactive states when it comes to digital inclusion—and a state where accessibility compliance is not just encouraged, but enforceable.

Colorado

Colorado is one of the most recent states to pass ts digital accessibility laws with House Bill 21-1110, also known as the Colorado Laws for Persons with Disabilities. Effective July 1, 2024, this legislation builds on federal requirements by mandating that all digital content from state agencies and public higher education institutions be accessible to individuals with disabilities. The law also ensures that no person with a disability is excluded from any service, program, or activity offered by a public entity or state agency.

Connecticut

Connecticut requires all state agencies to follow a Universal Website Accessibility Policy. This policy mandates conformance with WCAG 1.0 Level A and includes a Checklist of Design Requirements to help agencies meet usability and accessibility expectations. While the standards are dated, they represent an early commitment to digital inclusion.

Delaware

Delaware has a state Digital Accessibility Policy that requires all public-facing digital content to meet WCAG 2.1 Level AA standards. This ensures that state websites and services are usable by individuals with disabilities.

Georgia

Georgia requires all state-managed digital content to meet WCAG 2.1 Level AA. This ensures that websites and services from state agencies are accessible and usable for people with disabilities.

Idaho

Idaho provides Web Publishing Guidelines that outline IT and telecom standards for state agencies, along with templates and accessibility best practices to help make digital content more inclusive and user-friendly.

Illinois

Illinois adheres to the Illinois Information Technology Accessibility Act (IITAA), requiring all state agencies and public universities to ensure their websites and IT systems are accessible to individuals with disabilities. The act outlines clear technical standards and encourages forward-thinking digital inclusion efforts.

Indiana

Indiana enforces Indiana Code 4-13.1-3, which supports Section 508 of the Rehabilitation Act. This law mandates that all digital services—including websites, applications, IT systems, and digital documents—managed by the state must be accessible to people with disabilities.

Iowa

Iowa follows a Website Accessibility Standard that requires all state agencies and publicly funded contractors to meet WCAG 2.0 Level AA. This ensures digital content and services align with accessibility best practices.

Kansas

Kansas implements digital accessibility through its Information Technology Executive Council (ITEC) Policy, which sets accessibility requirements for all state agencies and contractors handling digital assets.

Louisiana

The Louisiana Office of Technology Services (OTS) has adopted WCAG 2.1 as the baseline accessibility standard for all state-managed digital content, ensuring compliance with current accessibility guidelines.

Maine

Maine’s Digital Accessibility and Usability Policy requires all state-produced digital content and services to meet accessibility standards. Vendors must comply with WCAG 2.0 Level AA, with oversight and support provided by the Information Technology Accessibility Committee and the Maine IT Accessibility Team.

Maryland

Maryland enforces the Maryland Information Technology Nonvisual Access (MD IT NVA) Regulatory Standards, which require all new or upgraded IT systems within the state government to be fully accessible for nonvisual users.

Massachusetts

The Enterprise Information Technology Accessibility Policy in Massachusetts mandates that all applicable digital assets, including software, websites, and reports, meet WCAG 2.1 Level AA. Compliance is required for all executive branch agencies.

Michigan

Michigan’s Digital Accessibility Standard applies to websites, software, digital reports, and other digital assets. Executive branch agencies are required to ensure conformance with WCAG 2.1 Level AA.

Minnesota

Minnesota enforces the State of Minnesota Digital Accessibility Standard, most recently updated on July 1, 2024. It requires state agencies to meet WCAG 2.1 and provide accessible websites and digital documents.

Missouri

Missouri’s law, RSMo. 161.935, requires that all state agencies ensure their information technology is accessible throughout development, procurement, maintenance, and use. The law also extends to contracts and grants involving ICT.

Montana

Montana’s accessibility requirements are defined in state code 18-5-605 (formerly HB 239), which mandates that all state agencies provide IT access to individuals who are blind or visually impaired.

Nebraska

Nebraska’s Accessibility Policy requires that all ICT provided by state agencies meet WCAG 2.1 standards to ensure accessibility for users with disabilities.

Nevada

Nevada enforces its ADA Technology Accessibility Guidelines, which apply to all state entities and require conformance with WCAG 2.1.

New Hampshire

New Hampshire has its own Web and Mobile Application Accessibility Standards, which apply to all state agencies. The standards reinforce Section 508 compliance and recommend WCAG 2.0 as a guide to increase accessibility. A downloadable PDF of the standard is available on the state’s accessibility policy webpage.

New Jersey

New Jersey passed NJ A4856, a law requiring all digital platforms and web services used by school districts, charter schools, renaissance schools, and the Marie H. Katzenbach School for the Deaf to meet WCAG 2.1 Level AA.

New York

New York follows Accessibility of Information Communication Technology (NYS-P08-005) along with Senate Bill S3114A. These policies set the minimum accessibility standards for state agency websites and require conformance with the most current version of the WCAG.

Ohio

Ohio’s Administrative Policy IT-09: Website Ability mandates that all state agency websites, including those developed by third-party vendors, conform to WCAG 2.0 Level AA.

Oklahoma

Oklahoma enforces the Electronic and Information Technology Accessibility (EITA) Law, passed in 2004. This law incorporates the updated Section 508 standards and mandates WCAG 2.0 compliance for all state agencies.

Pennsylvania

Pennsylvania’s Information Technology Policy (ITP-ACC001) requires that all state government agencies meet revised Section 508 standards and the most current version of WCAG Level AA. Agencies are also encouraged to strive toward Level AAA.

Rhode Island

Rhode Island mandates that all state websites meet W3C’s Priority 1 Checkpoints, which are based on WCAG 1.0 standards.

Texas

Texas enforces the Texas Web Accessibility Standards, which are part of its Electronic Information Resources Accessibility Policy. Based on Section 508, these standards also include unique criteria for webcasts, applets, and plug-ins. In addition, Texas Administrative Code Sections 206 and 213 require that all state government and higher education websites meet accessibility standards.

Utah

Utah’s code 63A-16-209 outlines accessibility requirements for executive branch agencies. It mandates that agency websites and IT systems conform to the latest version of WCAG.

Virginia

Virginia enforces both the Virginia Information Technology Access Act (ITAA) and the Virginia Information Technology Accessibility Standard. Created by the Virginia Information Technologies Agency (VITA), these standards require conformance to Section 508 and WCAG 2.0 Level AA for all state agencies and higher education institutions.

Washington

Washington enforces the USER-01 Accessibility Policy (formerly Policy 188), which applies to all state agencies. It sets WCAG 2.1 Level AA as the minimum requirement for digital accessibility.

Need Help Navigating Accessibility Laws?

rying to make sense of accessibility laws—especially when each state plays by slightly different rules—can feel like walking through fog. Just when you think you’ve figured it out, something changes. That’s completely normal.

If you’re not sure where your website stands or what steps to take next, you don’t have to figure it out alone. We work with teams every day who are navigating this same landscape. Whether you’re starting from scratch or trying to patch up an old site, we’re here to help you move forward confidently—with clarity, not confusion.

Let’s talk. Schedule an ADA briefing with 216digital, and we’ll help you sort out what applies, what matters most, and what to do about it.

Note: This article is for informational purposes only and does not constitute legal advice. Laws are subject to change. Always consult with legal counsel or a qualified accessibility specialist.
Greg McNeil

July 22, 2025

Legal Compliance

Accessibility, accessibility laws, state accessibility laws, WCAG, Web Accessibility, Website Accessibility
How to Identify Decorative Images for Accessibility
Images can bring a web page to life—but not all of them need to speak. When it comes to web accessibility, knowing which images are decorative and which are informative is key to creating a cleaner, smoother experience for people using screen readers and other assistive technologies. That’s where alternative text (alt text) comes in.

You probably already use alt text to describe important images. But what about the purely visual ones—those flourishes and background elements? If they don’t add value beyond appearance, they might be decorative images. This article helps you identify which images fall into that category and how to properly mark them, so screen reader users aren’t bogged down by unnecessary noise.

By focusing on even small improvements—like skipping redundant descriptions—you can build better, more respectful websites.

What Makes an Image “Decorative”?

Let’s start with the basics. According to WCAG 2.1 Success Criterion 1.1.1: Non-text Content, all meaningful non-text content must have a text alternative. But decorative images are an exception—they don’t need a description because they don’t carry meaning.

So, what exactly counts as decorative?

Common Decorative Image Types
- Borders, swirls, and flourishes that are strictly for looks
- Icons next to already-labeled buttons (like a phone icon next to the word “Call”)
- Stock photos that add mood or style but aren’t referenced in content
- Repetitive logos or design elements used as dividers or backgrounds
If removing the image doesn’t change the message or function of the page, you’re likely dealing with a decorative image.

Making the Right Call: Informative or Decorative?

It’s not always black and white. Here are a few quick questions to help:
- Does the image convey info that isn’t available in the text?
- Would a user miss out on something if the image was gone?
- Is the image part of an instructional step, chart, or link?
If you answer yes to any of these, the image is probably informative—and it needs descriptive alt text. If not, you may be safe to treat it as decorative.

For a more detailed approach, try W3C’s Alt Decision Tree. It’s a great tool, but don’t worry—no one expects you to follow it like a script. Trust your content instincts too.

Common Mistake Alert: Don’t mark company logos, charts, or instructional images as decorative. If they carry meaning or serve a function, they need proper alt text.

How to Properly Mark Decorative Images in Code

Once you’ve determined that an image is decorative, here’s how to ensure assistive technologies skip over it.

Use an Empty Alt Attribute

This is the most common and widely supported method:
```
<img src="divider.png" alt="">
```
Why does this work? A screen reader will completely ignore the image. This prevents confusion and keeps users focused on meaningful content.

But be careful: don’t skip the alt attribute altogether. Leaving it out may cause screen readers to read the file name—something like “divider-dot-p-n-g”—which is exactly the kind of noise we’re trying to eliminate.

Use role="presentation" or aria-hidden="true"

For SVGs, icons, or complex visual elements that can’t use alt="", try one of these:
```
<svg role="presentation">...</svg>
<img src="swirl.svg" aria-hidden="true">
```
What’s the Difference?
- role= "presentation" tells assistive tech: this element is just for visuals.
- aria-hidden= "true" hides the element from all assistive tech completely.
Choose one—don’t combine them with an empty alt attribute. Using both can confuse the accessibility tree and cause unpredictable results.

Best Practices & Pitfalls to Avoid

To keep your decorative images accessible:
- Use only one method to mark an image as decorative
- Test your implementation using screen reader emulators, WAVE, or Lighthouse
- Avoid using the word “decorative” in the alt text—use an empty alt attribute instead.
- Always include the alt attribute, even if it’s empty.
- Be careful not to hide meaningful images by using aria-hidden="true".
It’s also a good idea to review your CMS settings. Many platforms automatically insert images or fill alt text fields with file names. Stay alert!

Why It Matters: The Impact of Doing It Right

When you handle decorative images properly, you create a better user experience for everyone:
- Less noise for screen reader users, making it easier to navigate pages
- A clearer focus on important content and messages
- Reduced cognitive load, especially for users with visual or cognitive disabilities
- Cleaner code that’s easier to maintain and optimize
Bonus: It can even help with SEO by making your site more semantic and purposeful.

Real users have reported better experiences when extra, repetitive images are removed from their screen reader journey. It’s a small step with a big payoff.

Beyond Alt Text: Decorative Images Are Just One Part

Identifying and labeling decorative images is one part of a much larger accessibility picture. But it’s a foundational step.

Teams should regularly audit content—especially in environments where new images are often added, like blogs or e-commerce templates. Ask yourself: are new images truly meaningful, or just visual noise?

Also, remember: accessibility isn’t one person’s job. It’s a shared responsibility. Designers, devs, marketers, and content creators all play a role in making digital experiences more inclusive.

And if you’re using modern frameworks like React or Vue, be sure your components handle decorative images correctly and out of the box. A simple alt=”” on a reusable image tag can save a lot of friction.

Keep Image Accessibility Intentional

To recap: If an image is purely decorative, mark it so that screen readers skip over it. Use an empty alt="", or where needed, role= "presentation" or aria-hidden= "true". Don’t mix methods, and always test your work.

Improving how you handle decorative images might seem like a small detail, but it’s a powerful way to respect your users and refine your site’s accessibility. Thoughtful design isn’t just about how a site looks—it’s about how it feels to navigate.

Need a second pair of eyes on your accessibility implementation?

Schedule an ADA accessibility briefing with 216digital. Our experts can help you identify gaps, offer hands-on guidance, and take the guesswork out of inclusive design—so your digital experiences work better for everyone.
Greg McNeil

June 23, 2025

How-to Guides

How-to, Image Alt Text, WCAG, WCAG Compliance, web developers, web development

What Is a VPAT?

A Typical VPAT Includes

What Is an ACR?

How Testing Builds Trust

Comparing VPAT vs. ACR: Core Differences

Best Practices for Creating VPATs and ACRs

Procurement-ready Checklist

Conclusion: Building Confidence Through Transparency

What Is an Accessibility Audit?

What Is a VPAT?

Accessibility Audit vs VPAT: Key Differences

When to Have an Accessibility Audit

When to Have a VPAT Prepared

Do You Need Both?

How They Reduce Risk Together

Practical Scenarios

Final Thoughts

When School Technology Leaves Learners Behind

What Digital Accessibility Looks Like in a School Context

The Power of Accessibility Audits for Schools

VPATs and ACRs: What Procurement Really Needs

Why Audits and VPATs Are Stronger Together (in Education)

Build Digital Accessibility Into the School Year (Without Adding Endless Meetings)

1) Start With High-impact Fixes

2) Equip Every Role.

3) Bake Testing Into Releases

4) Treat PDFs and Slides as Instructions, Not Attachments

5) Monitor and Iterate

Why This Matters for Teaching and Learning

A Long-Term Strategy for Inclusive Schools

What An Accessible PDF is—And Why the Law Cares

PDF/UA (ISO 14289): Technical Conformance

WCAG for PDFs: Publication Context and User Outcomes

How They Fit Together

Operational Definition of “Compliant”

Why PDFs Are So Often Non-compliant

What AI-powered Accessibility Tools Do Well (Today)

Where AI Still Falls Short—and Why People Still Matter

The Hybrid model for Accessible PDF Compliance

AI is Powerful, But Not a Solo Act

Why Accessibility Matters in California

Your California Web Accessibility Checklist

1. Know Your Legal Landscape

2. Identify Your Accessibility Gaps with a Web Accessibility Checklist

3. Fix Barriers and Align with WCAG 2.2 Level AA

4. Don’t Forget Privacy and Legal Disclosures

5. Plan for Ongoing Compliance

Accessibility: Not a Project, a Practice

Need Help Making Sense of It All?

Structure and Layout: Design for Navigation, Not Just Aesthetics

Image Accessibility: More Than Just Pretty Pictures

Links and Calls to Action: Clear, Clickable, Inclusive

Copywriting and Readability: Make Every Word Count

Multimedia Content: Do Not Skip the Captions

A Pre-Send Accessibility Checklist

Accessibility Is a Long Game, but Every Email Helps

What Are WCAG “Grey Areas”?

Why Ambiguity Exists—and Why That’s Okay

A Practical Framework for Resolving WCAG Grey Areas

Step 1: Start with the Source

Step 2: Analyze Real User Impact

Step 3: Test with People Who Use AT

Step 4: Phone a Friend (the Right One)

Step 5: Document Your Rationale

Common Examples, Resolved with the Framework

Reflow vs. Data Integrity (SC 1.4.10)

Link Purpose in Card Grids (SC 2.4.4)

Non-Text Contrast on Icon Buttons (SC 1.4.11)

Dark Mode and Motion Preferences

Alt Text in Dashboards

Let Strategy Guide You—Not Guesswork

The Fundamentals of Accessible UX

Accessibility vs. Usability

Visual Accessibility: Making Your Content Clear

Color and Contrast: Give Every Element a Voice

Text and Typography: Keep It Clean and Comfortable

Images and Media: Describe What Matters

Links and Structure: Build a Clear Path

Auditory Accessibility: Sound That Speaks to Everyone

Motor Accessibility: Let Everyone Navigate Their Way

Use `role="presentation"` or `aria-hidden="true"`