Case Study: A Large Public Agency – From Challenges to Compliance
From document challenges to strategic oversight and EN 301 549 compliance. When a major government agency needed to comply with the requirements of EN 301 549, they faced a familiar challenge. A large volume of PDF documents needed to be made accessible—accurately, verifiably, and within budget. The question wasn’t just how to correct the documents . It was: Where do you start when the volume is large and the complexity varies?
The Challenge: Many Documents – Many Considerations
The agency wanted, above all, an overview. To that end, they sent a number of sample documents to determine:
- Scope and complexity
- Common errors and accessibility barriers
- What specific requirements must be met to comply with EN 301 549
At the same time, there was a focus on full transparency regarding:
- Process and Quality Assurance
- Validation of the work performed
- Prices and delivery times
It was essential to establish a common understanding—both technical, legal, and financial.
The first step was joint clarification and planning
We began with a joint TEAMS meeting with all relevant parties. A key point was that accessibility is not just about “fixing PDFs.” It is about a structured process with documented quality. The purpose was to:
- Clarify questions and expectations
- Review document types
- Set the level of ambition
- Create a realistic and prioritized plan
The first step was joint clarification and planning
We began with a joint TEAMS meeting with all relevant parties. A key point was that accessibility is not just about “fixing PDFs.” It is about a structured process with documented quality. The purpose was to:
- Clarify questions and expectations
- Review document types
- Set the level of ambition
- Create a realistic and prioritized plan
Overview with Aliro Finder
During the initial phase , we used the Aliro Finder analysis tool . The tool scans documents on the website and assesses their level of accessibility. A comprehensive overview is provided in the form of a concise and clear report. For this public authority, the report was expanded to include page views for individual files, as this made it possible to prioritize efforts based on both accessibility and actual usage. The result was a solid, data-driven basis for decision-making.
The Solution: A prioritized and flexible approach
The volume of documents turned out to be substantial. Therefore, we devised a two-pronged solution:
1. Aliro Tagging
- Proper structure and tagging
- Alternative text for images
- Logical reading order
- Thorough validation and documentation
2. Aliro OnDemand*
- Users can always access a fully accessible version
- The agency avoids unnecessary costs by taking a pragmatic approach
- The budget is used strategically
* Documents with lower traffic were handled via an OnDemand solution, ensuring that the various documents were actually reviewed, even though the volume was large. Aliro OnDemand means: The solution ensured compliance with EN 301 549—without wasting resources, thanks to a pragmatic approach.
The Result: From Firefighting to Strategic Action
As a result, accessibility became not just a one-off task or project—but a structured, long-term effort. The agency gained an overview of its entire document portfolio, which can be challenging when multiple stakeholders are involved. At the same time, they were able to develop a prioritization plan based on data. The solution was a flexible delivery model with documented quality assurance, tailored to both legal requirements and the budget.
The Result: From Firefighting to Strategic Action
As a result, accessibility became not just a one-off task or project—but a structured, long-term effort. The agency gained an overview of its entire document portfolio, which can be challenging when multiple stakeholders are involved. At the same time, they were able to develop a prioritization plan based on data. The solution was a flexible delivery model with documented quality assurance, tailored to both legal requirements and the budget.
How can we help you?
If you are also working to comply with EN 301 549 and the requirements for digital documents, please contact us for a no-obligation review of your documents.
