As government bodies increasingly digitize their records under the direction of the U.S. National Archives and Records Administration (NARA) and the Office of Management and Budget (OMB), it’s imperative to make electronic records both accessible and user-friendly.
Accessibility in the context of federal electronic records refers to the design and dissemination of information in a manner that is usable by all people, including those with disabilities. Individuals with visual, auditory, motor, or cognitive disabilities must be able to engage with electronic records as easily as those without disabilities. “The point is to create [an environment] so that people with disabilities receive goods and services that are not inferior to the products available to the general public,” author Frank H. Serene writes for NARA.
This can include accommodations in everything ranging from the physical accessibility of the records themselves or the equipment used to access digital records, to features of the systems used. The Society of American Archivists, for example, recommends the incorporation of screen readers or text-to-speech software as well as ergonomic hardware and equipment that may make it easier for people with physical impairments to interact with records.
In turn, the failure to provide accessible records can lead to disenfranchisement, preventing citizens from accessing essential services, exercising their rights, and participating fully in the democratic process. Worse, in a litigious society, failures of accessibility can lead to otherwise avoidable legal actions. “In 2015, lawsuits involving accessibility non-compliance at private firms numbered 2,000, not including Department of Justice prosecutions,” reports GovTech. “By 2019, that number had climbed to well over 20,000. In today’s litigious climate, providing inclusive websites and accessible documents is a necessity. It’s also one of the best things you can do to establish trust and goodwill with the public.”
Usability: Beyond Accessibility
While accessibility ensures that electronic records can be accessed by individuals with disabilities, usability ensures that these records are easy to use and understand by all users, regardless of their ability or experience with technology. Usability encompasses the design and organization of information, the simplicity of navigation, and the clarity of instructions and feedback. High usability minimizes frustration and errors, enhances user satisfaction, and improves the efficiency of information retrieval. For example:
- Text Documents and PDFs: These types of records should adhere to structured formatting guidelines, such as using headings, lists, and alternative text for images, to ensure screen readers can navigate and interpret the content accurately.
- Databases: Interfaces should be designed to be intuitive, with clear labeling and instructions to assist users in querying and interpreting data.
- Videos and Audio Recordings: Providing captions, transcripts, and audio descriptions can make these formats accessible to users with hearing or visual impairments.
Strategies for Enhancing Accessibility and Usability
- Follow Established Guidelines: Adhering to standards such as the Web Content Accessibility Guidelines (WCAG) can help ensure electronic records meet accessibility requirements.
- Incorporate User Testing: Engaging users with diverse abilities in the testing process can identify usability issues not evident to designers and developers.
- Leverage Technology: Advanced technologies, including AI and machine learning, can automate aspects of accessibility testing and enhancement, such as generating alternative text for images or identifying usability issues in web interfaces.
That last point is particularly notable. The increasing use of technology inherent in the shift to predominantly electronic records management should, in theory, help with both accessibility and usability. For example, a digital record can potentially be accessed by anyone in the country (assuming they have authorization to view the record) as opposed to having to be on-site or having to wait to have a record shipped to a new location.
Then, emergent technologies like AI can help too. For example, NARA is working with AI to streamline FOIA requests, so more requests can be answered in a timelier manner.
However, whether digitization actually helps with accessibility/usability issues rests on the technologies chosen and how they are implemented. “Making documents accessible in-house can be time consuming and costly, so you may need to find the right technology platform to do it in an automated manner,” writes GovTech.
The most important step is to choose the right Electronic Records Management (ERM) system. Ultimately, committing to records accessibility and usability not only fulfills legal and ethical obligations but also strengthens the democratic process by ensuring that every citizen, regardless of disability or technical proficiency, can access and benefit from the digital resources offered by their government.
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