Case Study: The Region – From Tender to Scalable Document Accessibility
Services & Software:AliroFinder, AliroTagging, AliroOnDemand,
From a complex tender process to a structured solution featuring automation and quality assurance. When the region needed to find a solution for making large volumes of documents available online, the requirements were stringent. The task involved both the need for a stable and scalable production solution and a desire for reliable document quality in accordance with applicable accessibility requirements. At the same time, the solution had to be able to work in conjunction with the region’s existing IT environment and processes.
Following a competitive bidding process, Aliro Docs won the contract with a solution that combined Aliro Schedule and Aliro Tagging. This provided the region with both an automated approach to large volumes of documents and a method for handling documents that required special treatment.
The Challenge: High volume, numerous dependencies, and stringent requirements
The region faced a challenge where document accessibility could not be addressed through a single initiative. A solution was needed that could handle large volumes while also accommodating variations in document types, layouts, and technical integrations.
The focus was particularly on:
- To ensure a solution that would work within the region’s existing IT environment
- Creating a robust process with clear milestones and responsibilities
- Handling large volumes of documents efficiently and scalably
- To ensure that the documents met web accessibility requirements
It was crucial that the project be approached in a structured manner from the outset, because technical, organizational, and legal factors all had an impact on the overall delivery.
First step: A thorough assessment phase
After the contract was signed, the project began with an extensive scoping phase. During this phase, workshops and meetings were held with relevant stakeholders from both the region and Aliro Docs to establish a common basis for decision-making.
Among other things, the purpose was to:
- Define the scope, roles, and responsibilities of the project
- Review integration requirements and technical prerequisites
- Identify document types, variations, and metadata
- Plan tests, pilot programs, and further implementation
The assessment phase provided the region with a clear overview of the requirements, risks, and next steps. At the same time, the process ensured that resources were allocated effectively and that key decisions were made early on.
First step: A thorough assessment phase
After the contract was signed, the project began with an extensive scoping phase. During this phase, workshops and meetings were held with relevant stakeholders from both the region and Aliro Docs to establish a common basis for decision-making.
Among other things, the purpose was to:
- Define the scope, roles, and responsibilities of the project
- Review integration requirements and technical prerequisites
- Identify document types, variations, and metadata
- Plan tests, pilot programs, and further implementation
The assessment phase provided the region with a clear overview of the requirements, risks, and next steps. At the same time, the process ensured that resources were allocated effectively and that key decisions were made early on.
The Solution: Aliro Schedule and Aliro Tagging Working Together
To meet the region’s needs, the solution was designed around two complementary tracks.
1. Aliro Schedule
Aliro Schedule was used for the automated processing of large volumes of documents. The solution made it possible to integrate accessibility into the region’s existing document workflow and streamline the production of accessible PDF documents.
With Aliro Schedule, the region gained a solution that supported:
- Automated processing of large volumes of documents
- Scalable production in our own IT environment
- Integration with existing systems and workflows
- A more stable and future-proof process for document accessibility
This gave the region a strong foundation for systematically addressing accessibility on a large scale.
1. Aliro Tagging
At the same time, Aliro Tagging was used for documents that required a more targeted and detailed approach. The goal here was to ensure proper structure and high quality in documents that could not be processed fully automatically.
Aliro Tagging included, among other things:
- Proper structure and tagging
- Logical reading order
- Working with tables and complex elements
- Thorough validation and quality assurance
This provided the region with a flexible solution in which both automation and manual quality assurance were integrated into the overall approach.
A solution tailored to the region's specific circumstances
A key element of the project was that the solution had to fit into the region’s daily operations and existing infrastructure. Therefore, we worked closely on defining integrations, test environments, server setup, metadata, and monitoring. This meant that the project was not just about software, but about creating a solution that would work in practice and support operations in the long term.
The structured process made it possible to:
- Minimize risks early on
- Ensure transparency regarding the project's milestones
- Support a smooth transition from planning to operation
- Implement a solution with both technical and organizational support
The result: From proposal to a reliable solution
By combining Aliro Schedule and Aliro Tagging, the region gained a solution capable of handling both volume and quality. The result was a more structured approach to document accessibility, where automation and specialized quality assurance work in tandem.
The region thus received:
- A solution based on a well-thought-out proposal and a clear clarification process
- An automated approach to large volumes of documents
- Ability to handle complex documents with high quality
- A scalable and operational model for web accessibility
Accessibility thus became not merely a technical deliverable, but an integrated, long-term solution capable of supporting the region’s needs both now and in the future.
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.
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.
How can we help you?
If you also work with large volumes of documents and need a more structured approach to web accessibility, please contact us to learn more about how Aliro Schedule and Aliro Tagging can be used in your organization.
