Case Study: Framework Agreement on Document Accessibility in a Mid-Sized Danish Municipality
A medium-sized Danish municipality was looking for a reliable and structured solution to manage document accessibility on its website. The municipality needed a system for regularly tagging documents, a better overview of existing PDF files, and a simple process for requesting and managing documents across the organization.
For the municipality, it was important that the solution both complied with current legislation and established a practical workflow for the many employees who work with content and documents on a daily basis.
The Challenge: How do you keep track of everything?
The municipality has many different employees, web editors, and external partners who regularly publish documents on the municipality’s website. This makes it difficult to keep track of which documents meet web accessibility requirements—and which do not.
At the same time, the municipality is seeking a solution in which:
- Documents can be made available on an ongoing basis without cumbersome internal administration
- Employees can easily request tasks
- Correct EAN invoicing is handled automatically
- The municipality can take a structured, long-term approach to compliance
- Compliance with the GDPR and secure document handling
The municipality therefore wanted not just a supplier for labeling, but a partner who could help create clarity, structure, and standardized processes regarding document accessibility.
First step: A framework agreement defines the collaboration
The partnership was established as a framework agreement between the municipality and Aliro Docs, focusing on three key solutions:
- Aliro Finder
- Aliro Portal
- Aliro Tagging
As part of the agreement, specific dates were set throughout the year for Aliro Docs to crawl the municipality’s website using Aliro Finder. The goal was to identify new or existing documents that do not meet accessibility requirements.
Using the reports from Aliro Finder, the municipality gained an ongoing overview of:
- Inaccessible PDF documents
- New uploads
- External reports and files
- Document types and metadata
This makes it possible to work strategically and systematically on web accessibility rather than merely responding to individual cases or inquiries.
The Solution: Overview, Consolidation, and Management
The municipality's solution was built around a combination of Aliro Finder, Aliro Portal, and Aliro Tagging.
AliroFinder
provides an overview
Aliro Finder is used on a quarterly basis to crawl the municipality’s website. The results provide the municipality with an up-to-date overview of its document landscape and help identify documents that require action. This is particularly valuable in organizations where many different employees publish content and where documents can be uploaded without central oversight.
The municipality actively uses the reports to:
- Prioritizing tasks
- Internal coordination
- Quality Assurance
- Follow-up on Web Accessibility
AliroPortal
collects the orders
Since the municipality has multiple requesters across departments and functional areas, the Aliro Portal became a central part of the solution. The portal enables employees to independently:
- Upload documents
- Order road markings
- Track the status of tasks
- Ensure accurate EAN invoicing
The simple and straightforward process has made it easier for employees without specialized knowledge of accessibility to handle tasks correctly.
AliroTagging
handles the tagging
The tagging of the documents is performed by Aliro Docs using Aliro Tagging.
All documents are returned as accessible PDF files that comply with:
- WCAG
- PDF/UA
- PDF/A
- Recommendations from the Agency for Digitization
At the same time, great emphasis was placed on security and GDPR compliance throughout the entire process of document exchange and handling.
The result: A structured and reliable solution
The municipality established a structured and reliable model for document accessibility, bringing together document overview, ordering, and tagging into a single integrated solution.
Among other things, the result was:
- A better overview of the municipality's documents
- Ongoing identification of inaccessible files
- Simpler workflows for employees
- Safe and proper handling of documents
- Standardized processes for compliance and follow-up
- Less internal administration
At the same time, the quarterly use of Aliro Finder enables the municipality to consistently maintain the strategy and structure that have been established regarding document accessibility.
How can we help you?
Would you also like a better overview of document accessibility on your website—and a solution that combines structure, markup, and ongoing monitoring?
So contact us to learn more about how Aliro Finder , Aliro Portal, and Aliro Tagging can support your efforts in web accessibility and compliance.
