What is a Digital Accessibility Policy (and Why Every Public Entity Needs One)

For public agencies, municipalities, and special districts, digital accessibility is no longer just a good idea, it’s becoming a legal requirement. But even more than that, it’s a commitment to inclusion, equity, and operational clarity. At the center of that commitment lies something too many organizations still lack: a Digital Accessibility Policy.

You’ve probably heard of accessibility statements or checklists. This isn’t that. A Digital Accessibility Policy is the foundation for consistent, sustainable, organization-wide accessibility. It helps institutionalize accessibility and keep teams aligned over time.

Let’s break down what a Digital Accessibility Policy actually is, why public entities need one, and how to get started without feeling overwhelmed.

What Is a Digital Accessibility Policy?

A Digital Accessibility Policy is a formal internal document that outlines how your organization ensures digital access for people with disabilities. It establishes your intent, your standards, and most importantly, your internal process for keeping up and maintaining previous efforts.

It’s different from a public-facing accessibility statement, which is a message you post on your website to show users you care, how you’re approaching digital accessibility, and how they can reach you if there’s an issue you missed. A Digital Accessibility Policy, on the other hand, is a guiding internal document that informs your process, governance, and long-term decisions.

This is not a one-size-fits-all boilerplate. Your policy needs to reflect the specific platforms you manage as well as your internal structure, responsibilities, and timelines.

Most of the time, it’s an internal document created and maintained by a combination of leadership, IT, communications, and accessibility professionals when such roles exist internally. However, it’s becoming increasingly common, and recommended, for public agencies to reference or publish a summary of their policy to demonstrate public transparency and legal alignment.

Why Every Public Entity Needs One

A Digital Accessibility Policy protects your organization and helps you serve the public better. Here’s why it matters:

1. It’s the Law (or Soon Will Be)

If you fall under ADA Title II, Section 508, or your state’s accessibility laws, a digital accessibility policy isn’t just helpful–it’s your legal playbook. Federal requirements like ADA Title II and Section 508 already mandate accessible digital services and many states have additional laws (like Colorado’s HB21-1110 and Illinois’ IITAA) that tighten the timeline and expand scope.

A formal policy shows that you’re actively working toward compliance. It demonstrates intent and effort, two important factors in both legal defense and public trust.

2. It Builds Accountability and Clarity

Without a clear plan, accessibility efforts tend to stall out or get stuck in “who’s responsible?” limbo. A Digital Accessibility Policy creates structure, institutionalizes accessibility, and keeps teams aligned over time.

3. It Future-proofs Your Digital Presence

Technology evolves, staff turns over, and content keeps piling up. A policy ensures that no matter what changes, your accessibility goals stay in place. It helps your organization avoid backtracking or doing expensive remediation later.

What’s in a Strong Policy?

While the specifics will vary based on your organization’s size, platforms, and legal obligations, a good Digital Accessibility Policy addresses:

• Your commitment to accessibility and nondiscrimination
• The accessibility standard your organization follows
• Internal ownership and responsibilities
• General approach to digital content, procurement, and updates

Most importantly, a strong policy aligns your real-world operations with accessibility best practices and legal expectations.

The Hidden Challenges of Creating a Policy

Let’s be honest, Digital Accessibility Policies are hard to write from scratch because they require a mix of legal awareness, technical fluency, and real operational insight. Organizations often face challenges like:

• Uncertainty about WCAG requirements
• Disconnected teams (web, communications, IT, HR)
• Legacy platforms or third-party tools
• Confusing or outdated templates

Even with good intentions, organizations without trained accessibility staff may struggle to create a policy that’s both comprehensive and actionable. That’s where many organizations benefit from structured support.

Sustaining Accessibility Long Term

For a Digital Accessibility Policy to be effective, it can’t sit in a shared drive collecting dust. It should inform decisions, guide teams, and evolve as your organization does. That means translating compliance requirements and best practices into realistic, organization-specific actions with your systems, goals, and constraints top of mind.

Your policy should be woven into day-to-day operations, not treated as a one-time project. Best practice is to review it annually, or whenever your tech stack, team structure, or legal landscape changes.