In today’s digital landscape, accessibility in software development is not just a best practice—it’s a critical requirement. As businesses, organizations, and governments work toward creating inclusive digital environments, accessibility documentation plays a pivotal role. A key part of this documentation process is the Voluntary Product Accessibility Template (VPAT). This document helps organizations demonstrate their commitment to accessibility compliance, especially regarding software development. Documenting accessibility measures ensures compliance with legal and business standards and positions companies as leaders in an increasingly inclusive world.

Understanding VPAT

A Voluntary Product Accessibility Template, or VPAT, is a standardized document that outlines how accessible a software product is in relation to accessibility standards such as the Web Content Accessibility Guidelines (WCAG), Section 508 of the Rehabilitation Act, and various international standards. Created to help U.S. federal agencies determine if a product met Section 508 standards, the VPAT is now used worldwide to assess accessibility compliance.

The VPAT is more than just a report—it’s a tool that software developers, businesses, and procurement officers use to gauge a product’s accessibility level. By filling out a VPAT, a company provides detailed insights into which accessibility standards the product meets, where it falls short, and what areas still need improvement. This transparency is vital, as it helps users and businesses make informed decisions when selecting software.

There are multiple versions of the VPAT designed to reflect different accessibility requirements. The most common versions include those for:

• WCAG: The Web Content Accessibility Guidelines focus on making web content more accessible to anyone with disabilities.
• Section 508: A U.S. federal law requiring electronic and information technology used by the federal government to be accessible to people with disabilities.
• European Union: EU regulations emphasize accessibility in digital products, with a focus on inclusivity across member countries.
• International Standards: These are intended to provide a more global perspective, ensuring products are accessible to users around the world, regardless of specific regional requirements.

Why Documentation Matters for Accessibility

Proper documentation of accessibility efforts in software development is crucial for both legal compliance and risk management. Accessibility laws mandate that certain software products be accessible to individuals with disabilities. Proper documentation, such as a thoroughly completed VPAT, helps businesses ensure they are complying with these legal requirements. Failing to meet accessibility standards can expose a company to lawsuits, fines, and reputational damage, especially if a product is marketed as accessible but doesn’t meet the necessary standards.

Beyond legal considerations, documenting accessibility can provide significant business benefits. For example, many government contracts require that software products comply with Section 508 or equivalent standards, meaning companies that fail to document accessibility could be ineligible for these lucrative opportunities. Accessibility can also serve as a competitive advantage, helping businesses attract a broader audience, including users with disabilities, who often make up a substantial portion of potential customers. Proper documentation demonstrates that a company is proactive and committed to inclusivity, which can build trust and goodwill among clients and stakeholders.

Key Elements of a VPAT

The effectiveness of a VPAT depends largely on its accuracy and thoroughness. A well-prepared VPAT offers a requirement-by-requirement breakdown of how a product meets accessibility standards like WCAG 2.1 and Section 508. Each standard is evaluated to determine whether the software is fully compliant, partially compliant, or non-compliant. This granular approach helps ensure that every aspect of the product’s accessibility is evaluated, leaving no stone unturned.

Equally important is transparency and honesty in reporting. Companies must provide accurate documentation about the software’s accessibility features and limitations. Overstating compliance or glossing over areas where the software falls short can lead to legal and reputational risks. For procurement officials, the VPAT serves as a decision-making tool, allowing them to see clearly whether a product will meet the needs of all users, including those with disabilities.

Documentation best practices for accessibility include using standard formats, such as the VPAT itself, and ensuring that the information is both concise and detailed. Providing detailed, clear documentation helps procurement officials evaluate whether a product is suitable for use in their organization, while concise reporting ensures the document remains accessible and easy to navigate. The ultimate goal is to create a VPAT that is both informative and user-friendly, providing all the necessary information in a way that is easy to understand.

How QualityLogic Helps You with Accessibility Documentation

Ensuring accessibility compliance can be complex, especially for companies unfamiliar with the detailed requirements of standards like WCAG and Section 508. This is where QualityLogic comes in. QualityLogic offers comprehensive accessibility audits and assessments designed to help businesses identify areas where their products may fall short in terms of accessibility. These formal audits provide a roadmap for achieving compliance, guiding companies through the necessary steps to improve accessibility.

QualityLogic also assists with creating and maintaining VPATs. The company’s team of experts can help draft VPATs that are both thorough and compliant with current accessibility standards, ensuring that all necessary details are included. They also help prepare Accessibility Statements and Commitment Letters, which can further demonstrate a company’s dedication to creating accessible products. These statements are often required in government procurement processes and can be invaluable in demonstrating long-term commitment to accessibility.

For businesses looking to ensure ongoing compliance, QualityLogic offers long-term monitoring and certification services. By partnering with QualityLogic, companies can be confident that their products remain accessible even as standards evolve. This proactive approach helps businesses stay ahead of regulatory changes and avoid the risks associated with non-compliance.

Showcase Your Software’s Accessibility With Documenting Services From QualityLogic

Accessibility in software development is not just a legal requirement—it’s a critical aspect of creating inclusive digital environments. Documenting accessibility through tools like the VPAT ensures that businesses comply with legal standards and gain access to new opportunities, such as government contracts. QualityLogic, with its extensive experience and tailored solutions, helps companies navigate the complexities of accessibility documentation and compliance.

For businesses who want to ensure their products meet accessibility standards, partnering with QualityLogic is a smart move. Schedule a free consultation today to begin the process of preparing VPATs and documenting accessibility compliance, ensuring your product is both legally compliant and accessible to all users.