Redesigning Compliance: How the EU Accessibility Act Impacts Online Documents

As part of our series on the European Accessibility Act (EAA), we’re taking a closer look at an overlooked aspect of the new regulations affecting desktop publishing (DTP).

Under the new rules, accessibility goes beyond web content and mobile apps to now include digital documents such as PDFs, Word, PowerPoint, and Excel files available on websites. Making these documents accessible is required to comply with the EAA and ensures that all users, including those with disabilities, can access and use the content effectively.

What the EAA Means for DTP

The EAA standardizes accessibility requirements across the EU, promoting inclusivity and removing barriers for people with disabilities. It covers a broad range of digital products and services, including websites, mobile applications, e-books, and self-service terminals. By June 28, 2025, all digital content must comply with the EAA’s standards.

While much attention is given to website content and apps, the EAA also significantly impacts DTP operations. Businesses must guarantee that all documents available on their websites are accessible to users with diverse abilities. This means making sure content is easy to see, navigate, understand, and works well on different devices and platforms.

“We’re not sure if companies are aware of the European Accessibility Act, let alone its impact on online documents,” explains Lori Skubal, Argos Multilingual’s Global DTP Manager. “This is a worldwide issue. We’re not getting a lot of questions from clients in the EU, but we’re getting a lot of queries from the U.S. because if their documents will be viewable in the European Union, then U.S. companies have to comply.”

Beyond Websites: Misconceptions About Document Accessibility

One of the most prevalent misconceptions right now is that the EAA only impacts websites and mobile apps. Many companies may be surprised to learn that the EAA’s requirements extend to all digital content.

“Many businesses believe the EAA only affects websites and mobile apps, but it also mandates accessibility for files like PDFs, Word files, Excel spreadsheets, and PowerPoint presentations that are available on websites,” explains Skubal. “It’s not just a web standard; this regulation affects all digital content hosted on websites, including various document formats like these.”

This oversight can result in non-compliance if organizations don’t consider the full scope of the directive. It’s also worth noting that updating existing content to meet these standards is a considerable task, which requires careful planning and resource allocation. Let’s take a closer look at what it takes to bring documents into compliance.

How Argos Creates EAA-Compliant Documents

Creating documents that comply with the EAA requires a precise and thorough approach. At Argos Multilingual, we have developed a comprehensive process to ensure that all digital materials meet these new accessibility standards.

Here’s a quick look at our four-step process:

1. Document review: First, we identify all accessibility compliance issues.
2. Tagging elements: Next, each element in the document, such as sentences, paragraphs, graphics, and tables, is systematically labeled and categorized. This labeling helps screen readers accurately interpret and navigate the content, ensuring users with visual impairments can understand and interact with the material.
3. Ensuring correct reading order: Proper reading order is fundamental to understanding the document. Our third step is to organize the document in a logical sequence using a hierarchy, which makes it easier for users with assistive technologies to follow the flow of the content.
4. Adding descriptive captions: Finally, we add descriptive captions, or alternative text, to tagged elements. This additional context is essential for users who cannot see the visual content, helping them understand the full information.

Accessibility compliance steps can be integrated into Argos’ existing DTP workflows, leveraging both in-house expertise and external resources to scale as needed. Because much of this process remains manual, advance planning for scheduling and budgeting is essential to accommodate the meticulous work required, especially for companies who need compliance in multiple languages.

Our team ensures conformity with both EU (WCAG) and US (Section 508) standards through adherence to the PDF/UA standard, which guarantees that documents are accessible to a wide audience​.

Tips for Building in Accessibility

Ensuring compliance requires a targeted approach. Here are a few fundamental ways you can align your DTP content development process with EAA standards.

Improve document accessibility from the start

Use inclusive templates and structure document elements such as headings, lists, and tables correctly from the beginning. This proactive approach reduces the need for extensive modifications later on.

Conduct thorough accessibility audits

Regularly review existing documents using a combination of automated tools and manual checks to identify and resolve accessibility issues. Frequent checks can offer a comprehensive understanding of what needs to be fixed to remain compliant.

Plan for manual adjustments

Current AI tools are not yet fully capable of performing accessibility work. Because of this, modifications such as tagging text, images, and tables, ensuring correct reading order, and adding descriptive captions needs to be done manually. Be sure to allocate sufficient time and resources for these detailed tasks, and Argos will follow AI developments to incorporate the latest technologies as they become available.

Leverage expert resources

Engaging external experts can provide valuable insights and assistance when specialized knowledge is required – especially when scalability is needed.

Other Advantages of EAA Compliance

Complying with the EAA offers several legal and financial benefits. By adapting the new standards ahead of time, businesses can avoid fines and legal repercussions.

Additionally, a commitment to accessibility can enhance brand loyalty and the user experience. Compliant documents are easier to navigate and interact with, benefiting users with disabilities and providing a better experience for everyone.

Taking Charge of Compliance

The June 2025 deadline for complying with the EAA is fast approaching, and businesses must act now to ensure their digital content meets the required standards in time. Focusing on DTP and digital documents within the broader context of the EAA is critical, as accessible documents are just as important as accessible websites and mobile apps.

For expert advice and support, partner with Argos Multilingual. Our team is ready to assist you in creating accessible digital documents that comply with the EAA. Get in touch with Argos Multilingual today to prepare your business for the June 2025 EAA compliance deadline.