In June 2025, new EU accessibility regulations will come into force, reinforcing the principles of digital inclusivity and equal access to information for all citizens. These regulations will have far-reaching implications for organizations across both public and private sectors, particularly regarding the need for compliance with PDF/UA (Universal Accessibility) standards. Here’s what you need to know to prepare.
What Is PDF/UA?
PDF/UA is the ISO standard (ISO 14289) for accessible PDFs. It ensures that PDF documents can be read and effectively by people with disabilities, including those using assistive technologies. Compliance with PDF/UA guarantees that PDFs meet a wide range of accessibility requirements, such as providing logical reading orders, charts, and appropriate document tagging.
Which Documents Need to Be Accessible?
Under the new regulations, organizations will need to ensure that all essential public-facing documents are accessible. This includes but is not limited to:
- Government and Public Sector Documents: Policies, forms, reports, and legal documents.
- Customer-Facing Documents: Contracts, invoices, product manuals, and marketing brochures.
- Internal Employee Documents: Training materials, HR policies, and operational manuals that are shared digitally.
- Educational Materials: Any PDFs used in schools, universities, or training programs.
- Website-Embedded PDFs: Any downloadable content from websites that is necessary for users to engage with your services or products.
Failure to provide accessible versions of these documents may lead to penalties and, more importantly, alienate individuals with disabilities from fully participating in digital interactions.
Best Practices for Achieving PDF/UA Compliance
Organizations aiming to comply with the upcoming EU regulations should adopt the following best practices:
- Start With Accessibility in Mind:
- Ensure documents are created with accessibility in mind from the outset, rather than retrofitting accessibility features afterward.
- Use tools like NAGIX to transform existing and new documents into accessible PDFs.
- Tagging PDFs:
- Use NAGIX to tag all elements in the PDF, including headings, paragraphs, images, and tables, to ensure that assistive technologies can interpret the document properly.
- Use NAGIX OCR and NAGIX AI for images, charts, graphs and non-text elements.
- Run Accessibility Checks:
- Use accessibility checkers to validate compliance with PDF/UA standards.
- Resolve all flagged issues, such as missing tags or unlabeled images.
- Provide Training:
- Train employees responsible for document creation and management on accessibility standards and tools.
- Foster an organizational culture that prioritizes inclusivity.
- Partner With Accessibility Experts:
- Engage with digital accessibility consultants or service providers who specialize in PDF/UA compliance to audit existing documents and implement accessibility solutions.
- Leverage Automation Tools:
- Utilize AI-powered tools, like document accessibility platforms, to streamline the process of converting existing PDFs into PDF/UA-compliant formats efficiently.
Why Compliance Matters
The EU’s commitment to digital accessibility is not just about legal compliance but about creating a more inclusive society. By adhering to PDF/UA standards, organizations can improve their reach, enhance user satisfaction, and demonstrate a commitment to social responsibility.
As June 2025 approaches, the time to act is now. By preparing early and adopting best practices, organizations can ensure they meet the EU accessibility requirements, avoid penalties, and empower all users to access and interact with their digital content seamlessly.
Partner With Consist for Compliance Success
Consist Systems and Technologies has a proven track record of helping some of Israel’s largest organizations – including banks, insurance companies, telecom providers, investment houses, and more – achieve full accessibility compliance in record time. With our innovative accessible document solution, NAGIX (www.nagix-ua.com) we make the process efficient and effective.
Don’t wait until the deadline is upon you. Contact us to learn how we can help your organization prepare for the EU accessibility laws. With NAGIX, we can ensure full compliance with the new regulations, allowing your organization to meet accessibility standards quickly and seamlessly.
Contact Information:
Ofir Grinner
Head of Digital Accessibility
Consist Technologies Ltd.
ofirg@consist.co.il
+972 50-933-5544
