⚡ Quick Assessment: Is Your Software 508 Compliant?

30-Second Compliance Check:

• ✅ Can users navigate entirely with keyboard?
• ✅ Does it work with screen readers (JAWS/NVDA)?
• ✅ Are all images/videos accessible?
• ✅ Is color contrast WCAG 2.0 AA compliant?
• ✅ Does vendor provide current VPAT documentation?

If you answered NO to any item above, you have a compliance problem.

🎯 Why This Guide Matters

Government agencies face a complex challenge: finding software that meets operational needs while ensuring equal access for employees and citizens with disabilities. Unlike private sector purchases, federal procurement requires Section 508 compliance – and most vendors fail to deliver.

📊 Software Category Comparison Matrix

Content Management Systems (CMS)

Customer Relationship Management (CRM)

*Pricing varies by plan and features – verify current rates with vendor

Enterprise Resource Planning (ERP)

🔍 Understanding Section 508 Requirements

The Four Pillars of Compliance

⚠️ Red Flags: Evaluating Vendor Compliance Claims

Understanding Vendor Claims

📋 Evaluation Checklist

Phase 1: Initial Screening (1 hour)

• [ ] Current VPAT available (less than 12 months old)
• [ ] Vendor has accessibility team/expert
• [ ] References from other agencies
• [ ] Live demo environment available
• [ ] Accessibility mentioned in documentation

Phase 2: Hands-On Testing (4 hours)

Phase 3: Vendor Evaluation (2 hours)

💰 True Cost Analysis

Visible Costs vs Hidden Costs

❓ Frequently Asked Questions

What is Section 508 compliance for software?

Section 508 compliance requires federal agencies to ensure all electronic and information technology is accessible to people with disabilities. This includes making software usable with screen readers, keyboard navigation, and other assistive technologies. The standards align with Web Content Accessibility Guidelines (WCAG) 2.0 Level AA, covering four main principles: perceivable, operable, understandable, and robust.

For software procurement, this means evaluating whether applications support various disabilities including visual, auditory, physical, speech, cognitive, and neurological disabilities. Federal agencies must ensure equal access for both employees and citizens.

How do I verify if software is truly 508 compliant?

The primary verification method is reviewing the vendor’s Voluntary Product Accessibility Template (VPAT), which documents conformance to Section 508 standards. However, don’t rely solely on vendor claims. Request a demonstration environment where you can test keyboard navigation, screen reader compatibility, and color contrast yourself.

Key verification steps include testing all functions with keyboard only, running the software with screen readers like JAWS or NVDA, checking color contrast ratios meet WCAG standards, and verifying that all images and videos have appropriate alternatives. Many agencies also conduct user testing with employees who have disabilities.

Consider requesting references from other government agencies using the software and asking about their accessibility experiences and any remediation that was required.

What happens if we purchase non-compliant software?

Purchasing non-compliant software can result in discrimination complaints, legal action, failed audits, and inability to deploy critical systems. Federal agencies face oversight from the Access Board and potential lawsuits from employees or citizens who cannot access services. Beyond legal risks, non-compliant software creates productivity losses when employees cannot perform their duties.

The financial impact includes potential remediation costs that often exceed the original software price, legal fees and settlements, lost productivity from inaccessible systems, and damage to the agency’s reputation. Additionally, you may face procurement protests from competitors if you select non-compliant software.

Prevention through proper evaluation is far more cost-effective than remediation after purchase.

Which software categories typically have the best 508 compliance?

Content management systems and collaboration tools generally offer the strongest 508 compliance, as these categories have faced accessibility requirements for longer. Platforms like Drupal have built accessibility into their core architecture, while Microsoft’s suite of tools benefits from company-wide accessibility initiatives.

Categories with common challenges include data visualization tools, legacy enterprise systems, specialized industry software, and newer AI-powered applications. Geographic information systems (GIS) and computer-aided design (CAD) software often struggle with accessibility due to their visual nature.

When evaluating software, prioritize vendors who demonstrate ongoing accessibility commitment through dedicated accessibility teams, regular VPAT updates, participation in accessibility communities, and clear remediation processes.

Can we get exemptions from Section 508 requirements?

Exemptions from Section 508 are extremely limited and require demonstrating that compliance would impose an “undue burden” on the agency. This is a high bar that requires documenting why no accessible alternative exists and how the agency will provide alternative access to the information or functionality.

The undue burden exemption considers factors including the agency’s resources, the cost of compliance, and the number of people who would benefit. Even with an exemption, agencies must still provide the information through alternative means and document their exemption decision.

Most agencies find that the effort required to justify and maintain an exemption exceeds the effort to find compliant software, making exemptions rare in practice.

🚀 Implementation Roadmap

Week 1-2: Planning

Define Requirements → Identify Stakeholders → Set Success Metrics

Week 3-4: Procurement

RFP with 508 Requirements → Vendor Demos → VPAT Review

Week 5-8: Evaluation

Hands-On Testing → Reference Checks → Contract Negotiation

Week 9-12: Implementation

Configuration → User Testing → Training → Go-Live

🔧 Collaboration Tools Quick Reference

📈 Future-Proofing Your Investment

Emerging Standards Timeline

Technology Trends Impact

✅ Action Steps

Immediate Actions (This Week)

1. Audit Current Software
   • Run automated accessibility checker
   • Document compliance gaps
   • Prioritize critical systems
2. Update Procurement Process
   • Add 508 requirements to all RFPs
   • Create VPAT evaluation rubric
   • Train procurement team
3. Build Expertise
   • Identify accessibility champion
   • Schedule vendor training
   • Join government accessibility community

30-Day Goals

• [ ] Complete accessibility audit of top 5 systems
• [ ] Establish vendor compliance standards
• [ ] Create user feedback channel
• [ ] Document accessibility workflows
• [ ] Schedule quarterly compliance reviews

🎯 Key Takeaways

📚 Quick Reference Resources

Testing Tools

• NVDA: Free screen reader for testing
• WAVE: Browser extension for accessibility testing
• Axe DevTools: Comprehensive testing suite
• Color Contrast Analyzer: WCAG compliance checker

Compliance Documents

• Current Section 508 Standards
• WCAG 2.0 Level AA Guidelines
• VPAT 2.4 Template
• Federal Accessibility Toolkit

Support Communities

• Government IT Accessibility Community
• Section 508 Universe
• WebAIM Discussion List
• Federal CIO Council Accessibility