Accessibility in Publishing: A Journey from Gratitude to Responsibility

Disclaimer: The views and insights shared in this article are solely my own, based on my personal experiences, reflections, and understanding of the topic. They are not intended as legal advice nor should they be interpreted as representing the official position, policies, or practices of the company I work for, am part of, or of those cited.

AI tools were used to assist in finding related content, sources, and for readability and grammar checks, with all content reviewed by the author. The author will be happy to edit or correct anything that has been incorrectly reported or misunderstood and welcomes any feedback to improve the accuracy and clarity of this article.

Recently, I joined Karger Publishers' accessibility task force alongside some of my colleagues.

Like many other publishers and service providers, we are responding to new legislation being enforced at both the EU and US levels by exploring ways to better serve all readers; in our case, medical researchers, clinicians, healthcare providers, and patients. This experience has given me the chance to dive deep into a side of publishing I hadn’t fully grasped - or even really considered - before.

As someone who loves reading, I’ve always taken my ability to access content without obstacles for granted. Whether it’s enjoying a "fragrant" book (yes, I smell them!) from the bookshop or library, or effortlessly reading and downloading an article from an online journal or blog, it’s always felt like a natural privilege, one I never truly questioned, until now.

At the Charleston Hub Conference in November, I attended several sessions on accessibility in publishing. I learned a bit more about mandates like the European Accessibility Act (EAA), and the Americans with Disabilities Act (ADA), and I thought I'd sum up some of the key takeaways from the Charleston's sessions and what I understood being the main differences between the 2.

European Accessibility Act (EAA)

The EAA is an EU Directive designed to improve accessibility for people with disabilities across the EU. With over 100 million people in Europe affected by a disability*, this legislation aims to harmonize accessibility standards for products, services, and infrastructure, with a focus on e-books and e-readers. It was due to be implemented into national law by EU Member States by June 28, 2022, with compliance required by June 2025.

*"In 2023, 27% of the EU population over the age of 16 had some form of disability. According to Eurostat estimates, that equals to 101 million people or one in four people adults in the EU." - Disability in the EU: facts and figures - Consilium

What Librarians Need to Know

• Accessible Collections: Libraries will need to ensure their e-book collections meet EAA requirements, which include synchronized text-to-speech features, compatibility with assistive technologies, and clear, flexible navigation.

• Discovery and Metadata: Accessibility features of eBooks must be properly documented in metadata, making it easier for users to discover accessible options via library catalogs and platforms.

• Collaborating with Publishers and Vendors: Libraries must collaborate with publishers and vendors to verify that purchased eBooks (and, where applicable, e-readers) meet the required standards.

• User Education Libraries should prepare to educate users about how to access and utilize new accessibility features in eBooks and e-readers.

What Publishers Need to Know

• E-Book Accessibility Standards: Publishers must look into making sure their e-books:

- will include synchronized text-to-speech for eBooks with audio content.

- will allow seamless operation of assistive technologies (e.g., screen readers).

• Metadata and Discoverability: Accessibility features must be properly documented in metadata, so readers can easily identify and purchase accessible titles.

• Technical Standards: The EAA aligns with WCAG 2.0 and EPUB3 standards*, which publishers should adopt as a baseline for compliance.

If you want to know how your country (in Europe) is working on implementing the act, check the following link:

https://eur-lex.europa.eu/legal-content/EN/NIM/?uri=CELEX:32019L0882

Americans with Disabilities Act (ADA)

In the US, Title II of the Americans with Disabilities Act (ADA) is also pushing libraries, publishers, and vendors to create more accessible systems, encompassing all types of content. Unlike the European mandate, the US regulation holds the institution providing access accountable if the content doesn't comply with accessibility standards, not the publisher. This has prompted institutions to discuss and negotiate with providers to meet their and their users' needs for accessible content, and to include accessibility clauses in vendor agreements to avoid compliance issues.

These regulations are more than just a legal requirement - it’s an opportunity to provide better, more inclusive content. For libraries, it means offering richer services to all users. For publishers, it’s a chance to innovate and expand their audience by making content accessible to millions who were previously underserved.

What Librarians Need to Know

• Libraries must ensure their facilities, services, and digital content are accessible, complying with Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA or higher for web content and mobile applications. This includes: PDFs, Ebooks, Web pages, Digital catalogs, Mobile apps.

• Deadlines: Libraries serving populations of 50,000 or more must be fully compliant by April 24, 2026. Libraries serving populations under 50,000 have until April 24, 2027.

• Regular assessments of library resources and services for accessibility compliance are essential. Librarians should utilize tools to evaluate the accessibility of their digital content and make necessary improvements based on feedback from users with disabilities.

• Social Media Posts made before the compliance deadline are exempt, but new posts must follow accessibility standards. Libraries should use platform accessibility features and best practices, including alt text for images, captions/transcripts for videos, and CamelCase (capitalize every word) hashtags.

• Ongoing training for library staff is essential to ensure they understand ADA requirements and how to assist patrons with disabilities effectively. Staff should be knowledgeable about available resources and accommodations. Libraries should actively engage with their communities to understand the specific needs of patrons with disabilities. This can involve soliciting feedback on accessibility challenges and making adjustments based on user experiences.

• Display an accessibility statement on your website that outlines current standards and future accessibility goals.

Read More:

Fact Sheet: New Rule on the Accessibility of Web Content and Mobile Apps Provided by State and Local Governments | ADA.gov

Paywalls are Not the Only Barriers to Access: Accessibility is Critical to Equitable Access - The Scholarly Kitchen

Main Differences between the EAA and the ADA

Both the EAA and the ADA are two important pieces of legislation aimed at improving accessibility for individuals with disabilities, but they differ significantly in scope, implementation, and focus. Here are the main differences.

1. Scope of Application

• ADA Title II: Applies specifically to state and local government entities in the U.S., requiring them to ensure that their digital content (websites, mobile apps) is accessible. This includes public schools, libraries, and other government-funded projects.

• EAA: Aims to harmonize accessibility requirements across EU member states for a broader range of products and services, including digital content. It applies to any organization providing services or products in the EU, regardless of where the organization is based.

2. Technical Standards

• ADA Title II: Mandates compliance with the Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA.

• EAA: While it emphasizes accessibility, the EAA does not prescribe a single technical standard like WCAG. Instead, it encourages compliance with existing guidelines and best practices relevant to each member state's legal framework.

3. Compliance Deadlines

• ADA Title II: Organizations must comply by April 24, 2026, if they serve populations of 50,000 or more, and by April 24, 2027, for smaller entities.

• EAA:The implementation timeline can vary by member state as each country transposes the EAA into national law. However, organizations that provide services in the EU are generally expected to comply with accessibility standards by June 2025.

4. Enforcement Mechanisms

• ADA Title II: Enforcement is primarily through lawsuits or complaints filed with the Department of Justice (DOJ) (ADA Enforcement: Comprehensive Overview and Mechanisms). Non-compliance can lead to legal action against the entity responsible for the content. For what I understand, this is the institution buying the content and not the company producing the content.

• EAA: Enforcement mechanisms can vary by country, as each EU member state establishes its own regulatory bodies to oversee compliance with accessibility standards. This may include fines or other penalties for non-compliance. (The European Accessibility Act: an overview what’s changing and for whom - PwC Legal)This impacts the company producing the content, directly.

5. Focus on Digital Accessibility

• ADA Title II: Emphasizes making existing digital content accessible and requires ongoing monitoring and updates to maintain compliance as technology evolves.

• EAA: Focuses on ensuring that new products and services are designed with accessibility in mind from the outset, promoting a proactive approach to accessibility in digital content creation.

6. Type of Content

• ADA Title II: Various types of digital documents are covered including: PDFs, Word Docs, eBooks, Documents, Spreadsheets, Presentations, Social Media Content.

• EAA: Websites and Mobile Applications, E-commerce Platforms, eBooks.

The Charleston Sessions

Accessibility Beyond the Page: Supporting Authors Every Step of the Way

The first session I attended, featuring Rachael Cohen, Erin Osborne-Martin , Simon Holt and Karen Stoll Farrell , was particularly interesting to me as it highlighted not only the accessibility of the end product but the importance of embedding accessibility throughout the entire author journey. This includes creating supportive author communities by incorporating flexible and inclusive practices, such as offering multiple communication options like email, Slack, and synchronous or asynchronous meetings, to meet diverse needs. Additionally, pairing authors with peers or providing optional writing sessions fosters collaboration and support. Accessibility also extends to submission and peer review processes, which should be user-friendly and designed to accommodate disabled authors. Inclusive editorial boards and DEIA (Diversity, Equity, Inclusion, and Accessibility) policies further ensure a welcoming environment that reflects the diversity of contributors. By addressing accessibility at every stage, we can really build a more inclusive publishing ecosystem.

Descriptive Metadata: Empowering Readers Through Informed Choices

One of the other most common takeaways from this and other sessions was the focus on the importance of descriptive metadata, as emphasized by a panelist who said, “We need to ensure that users know which accessibility features are available for each e-book, so they can make informed choices.” This was echoed by Simon Holt of Elsevier, who pointed out that metadata is not just a technical addition, but a way of respecting the user’s right to choose the best format for their needs. Holt shared that “metadata ensures a reader knows what they’re buying—a feature I know I would appreciate myself.”

We need to ensure that users know which accessibility features are available for each e-book, so they can make informed choices.

Tackling the Backlist Challenge: Balancing Accessibility and Legacy Content

Another recurring theme, especially relevant to publishers, was the challenge of backlists. Let’s face it: the task of making decades - or even centuries in Karger Publishers case- of previously published content accessible can be overwhelming. Simon shared how his company is tackling this issue: “We’re prioritizing recent and high-impact titles for accessibility updates, but have also implemented an on-request service for other titles. We need to do this carefully, balancing speed with quality to ensure content remains trustworthy.”

Both EAA and ADA frameworks acknowledge the challenges of archived content and offer some flexibility. For example, under the EAA, publishers can request exemptions if the cost of making a title accessible is disproportionately high. Similarly, ADA Title II recognizes that updating older, inactive materials may not always be feasible. However, both emphasize the importance of documentation and don’t allow reasons like lack of time or knowledge to justify inaction.

Hearing this made it clear that while these allowances are helpful, they don’t let anybody off the hook. It’s about finding a balance between prioritizing recent, high-impact titles and having a plan for legacy materials, such as an on-request service. For many publishers, and across the STM community, this will require thoughtful planning and collaboration, ensuring we all deliver accessible and trustworthy content to all readers.

Leading Accessibility Through Collaboration

While technicalities and rules are fine and well, what it really comes down to is collaboration. Between all stakeholders - publishers, libraries, vendors, and most importantly, the end users who rely on specific formats - we must break out of silos and work together to tackle the challenges of accessibility. Judith Russell , Dean of the University of Florida Libraries, spoke about how their university press is leading by example, saying, “We’re not just responsible for telling others to make their content accessible - we need to lead by example.” At their press, they’ve started producing accessible content that is trialed and tested at the source, from the very beginning, so it doesn’t require additional work after it’s been created.

Governments also need to play a role in supporting accessibility initiatives. For instance, as mentioned by Katherine McColgan, CAE , the Canadian government has invested $22.8 million over five years to support the production of accessible digital books by independent publishers (Accessible publishing research project : April 2020 | National Network for Equitable Library Service (NNELS)). This funding has improved workforce capacity, created shared resources, and fostered internships while encouraging the development of standardized metadata and accessible formats. Such support not only helps publishers overcome financial and technical challenges but also builds momentum toward a more inclusive publishing ecosystem.

This “born accessible” approach is, in my view, not just a game-changer but the only logical solution. By ensuring content is designed to meet the needs of diverse users from the outset, it streamlines the process, saving valuable time, effort, and resources for everyone involved. Accessibility is not a solo endeavor; it’s a collective responsibility.

A critical part of this process is engaging directly with individuals who have accessibility needs to better understand their challenges and preferences. This user-focused approach can guide the development of more effective and inclusive solutions, ensuring that accessibility efforts are not just theoretical but practical and impactful.

Learning from the experiences of others has underscored the value of integrating accessibility into every stage of content creation. By embracing innovations like AI, we can scale these efforts and provide the formats end users need. As one speaker wisely noted, “We’re not in competition; we’re in this together to make information access a reality for everyone.” Judy Russell’s example reminds us that by working together and leading by example, we can transform accessibility from a challenge into a shared success story.

We’re not in competition; we’re in this together to make information access a reality for everyone.

Reflecting on these changes, I feel a mix of gratitude and responsibility. The privilege of reading, of simply opening a book or clicking on an e-book, isn’t universal. Access to information - something I personally view as a basic human right - is, in fact, not guaranteed for everyone. To realize that such a fundamental right is still an issue, even in an industry devoted to information sharing, is both eye-opening and humbling.

It’s also clear that beyond compliance, there needs to be a market-driven push to make accessible content sustainable, encouraging publishers to invest in creating materials that truly serve all readers. This realization has made me aware of the ways I, too, have been part of a system that hasn’t always done enough.

This realization has extended beyond my professional work to my own practices. In the past, whether creating documents for customers or sharing posts on social media, I didn’t always consider accessibility. Alt text, for example, wasn’t something I thought about regularly. Now, I’m actively working to make accessibility a habit. For this article, I’ve taken the time to write alt text for the accompanying images (except for the top picture as the system didn't give me a way to do it, LinkedIn take note!) and have started using LinkedIn’s accessibility tools to review my posts. It’s a small step, but one that I’m committed to making part of my routine moving forward.

This journey of exploring accessibility issues, sharing insights with peers, and examining the evolving legislation has made it clear to me that we’re standing at a crossroads. We can keep accessibility as an afterthought, or we can embrace this opportunity to ensure that our industry does better. For anyone working in content creation or publishing, I encourage you to be part of the conversation (STM Voluntary Commitment on Accessibility 2024 - STM Association , / PAAG charter - Publishing Accessibility Action Group / BISG Launches New Working Group on Accessibility Metadata - Book Industry Study Group / About us | Library Accessibility Alliance) seek out accessible practices, and remember that what might seem a small change could make a world of difference for someone else.

It’s a privilege to have information at our fingertips, let's make sure it’s a right everyone can enjoy.

*The Web Content Accessibility Guidelines (WCAG) 2.0 is a set of recommendations developed by the World Wide Web Consortium (W3C) aimed at making web content more accessible to people with disabilities. It was published in December 2008 and became an ISO standard in 2012. WCAG 2.0 consists of 12 guidelines, each with specific success criteria categorized into three levels of conformance: A, AA, and AAA, indicating different levels of accessibility standards. The guidelines aim to improve usability for all users, not just those with disabilities

EPUB 3 is the third edition of the EPUB standard for electronic publications. It was released in 2011, and it enhances accessibility for digital publications with features like semantic HTML, synchronized audio and text, multimedia support, and accessibility metadata. It supports HTML5, ensuring content is inclusive and interactive for all users.

While WCAG 2.0 focuses on web content accessibility across various platforms, EPUB 3 specifically addresses the needs of digital publications.

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