AODA Compliance for Ontario Municipalities: Why Now is the Time to Act

Introduction Ontario municipalities are facing increasing pressure to ensure that their digital documents and public-facing PDFs comply with the Accessibility for Ontarians with Disabilities Act (AODA) and the Accessible Canada Act (ACA). With critical deadlines fast approaching and the risk of non-compliance mounting, it’s essential to understand the obligations, consequences, and the tools available to help meet these standards efficiently.

Understanding AODA and Its Impact on Municipalities: The AODA was enacted to develop, implement, and enforce accessibility standards across Ontario. One key requirement is that all public content, including PDFs and digital documents, must be accessible to people with disabilities. This includes compliance with Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and PDF/UA standards.

For municipalities, this means ensuring that bylaws, council meeting documents, building permit forms, and more are fully accessible online. And it’s not just about ticking a box, it’s about ensuring all citizens can access and understand the documents that impact their lives.

Compliance Deadlines You Can’t Afford to Miss: The Ontario government has set firm expectations that all public sector organizations must meet AODA requirements. While the original compliance deadline for many digital requirements was January 1, 2021, enforcement is ongoing. For municipalities still catching up, now is the time to act. As the provincial and federal governments continue to ramp up accessibility audits, organizations that delay compliance may soon be scrutinized.

Consequences of Non-Compliance: Failure to comply with AODA can lead to serious repercussions:

• Fines: Organizations can face administrative penalties up to $100,000 per day.
• Reputational Damage: Lack of accessibility sends a clear message about inclusion.
• Legal Risk: Individuals can file complaints with the Human Rights Tribunal of Ontario.

How Polar Imaging’s Accessibility on Demand (AoD) Solution Can Help: Polar Imaging’s AoD solution is designed specifically for public sector organizations looking to meet AODA, ACA, and WCAG 2.1 standards without a heavy internal lift. Here’s how it works:

• Automated Processing: No need for manual tagging or in-house accessibility specialists.
• High Compliance Rate: Most documents achieve over 95% compliance automatically.
• Fast Turnaround: Get accessible documents quickly, even in high volumes.
• Affordable: Pricing starts as low as 30¢ per page—ideal for budget-conscious municipalities.

Use Cases for Municipalities

• Council Meeting Agendas & Minutes
• Bylaw Documentation
• Permit Applications
• Strategic Plans & Annual Reports

Next Steps for Municipalities

1. Audit Your Current Content: Identify inaccessible PDFs and web content.
2. Prioritize High-Impact Documents: Focus on public-facing forms and reports.
3. Request a Demo of AoD: Let us show you how simple compliance can be.
4. Start with a Pilot Project: Test the process on a few documents to build internal confidence.

Conclusion: Accessibility isn’t just a legal requirement; it’s a commitment to inclusion. Municipalities can meet compliance standards with the right tools while improving public engagement and trust. Polar Imaging is here to help.

Let’s make Ontario’s digital spaces accessible to all.

Contact us to learn more about AoD or to get started with a free demo.