For many companies, the use of accessible software is no longer just a “nice-to-have” but, depending on national legislation, a legal requirement. In many cases, particularly for digital offerings, mandatory requirements now apply, and failure to comply can result in penalties.
 
With primedocs, you are on the safe side: the smart template software is automatically accessible, so that users with different requirements can use it without any problems.

What does digital accessibility mean?

Digital accessibility ensures that all people, regardless of limitations or disabilities, can use digital products, services, and information without restriction. This includes, for example, websites, software interfaces, mobile applications, and digital communication. The aim is to give everyone equal access to information and functions in the digital space. This applies in particular to people with visual and hearing impairments, motor impairments, or cognitive impairments.

Accessible software solutions offer simple or adaptable navigation, clear structures, subtitles and read-aloud functions, sufficient contrast, and operation without a mouse.

Who is affected by accessibility?

In Germany, the public sector has been required to ensure accessibility for years under the Disability Equality Act (BGG) and the Barrier-Free Information Technology Ordinance (BITV 2.0). Since June 2025, the Accessibility Enhancement Act (BFSG) has also required many private companies to make their digital offerings accessible. This includes, in particular:

• eCommerce providers
• Software and platform operators
• Banks, insurance companies, and financial service providers

In Switzerland, federal authorities are also legally required to offer all digital services in an accessible format. Although Switzerland is not a member of the EU, companies that offer products or digital services in the EU are subject to the requirements of the European Accessibility Act (EAA). For Swiss companies with cross-border activities, this means legal obligations and sanctions for violations, even if controls are less strict in Switzerland.

Mandatory accessibility poses challenges for companies

In practice, companies still face major hurdles when it comes to accessibility: existing tools are rarely designed to be accessible. Adaptations require specialist technical knowledge and take time. Failure to comply with digital accessibility requirements can result in legal and financial consequences, as well as damage to a company's image and customer churn.

With primedocs, you can rely on software that is automatically accessible

• People with visual impairments (WV – Without Vision)
• People with limited vision (LV – Limited Vision)
• Color-blind users (WPC – Without perception of color)
• People with motor impairments (LMS – Limited Manipulation or Strength)
• Deaf users (WH – Without Hearing)

Image: Overview of traffic light ratings for primedocs for the types of disabilities affected

The “green light” indicates that the test criteria for the relevant disability group have been fully met. Both the desktop version (pro) and the online version (basic) of primedocs have separate test reports and expert opinions that confirm their unrestricted usability for users with different needs from an independent source.

What does accessibility mean when using primedocs?

primedocs offers numerous advantages and practical functions in Word, Outlook, PowerPoint, Teams & SharePoint and Excel, saving employees in both companies and public administrations valuable time and costs in their daily work with documents. Thanks to the primedocs template management software, administrators automatically use the correct templates for letters, contracts, email signatures, or tables and create error-free, legally compliant documents in the correct corporate design in a minimum of time.

In addition, primedocs supports digital accessibility on numerous levels:

• Operation without a mouse is possible, including navigation using the cursor keys
• Integrated read-aloud function for explaining functions
• Alternatives to shortcuts and key combinations for all user groups
• Optimized contrast scheme for better visibility
• Accessible structure and alternative texts for visual content

These primedocs features make your daily work with documents easier

Whether it's customizing corporate design at the touch of a button or automatically generating correct, standardized email signatures: Here are two examples of how the practical primedocs features simplify your everyday work.

Quick check: Is your document creation accessible?

Answer these 5 questions quickly to determine whether your employees can create accessible content and documents in Word, Outlook, PowerPoint, or Excel. If you answer “no” to one or more of the following questions, you should review your processes to ensure digital accessibility in your daily handling of documents:

• Can users operate, create, and update documents without a mouse?
• Is the program used for this compatible with screen readers?
• Is complex content such as graphics, images, or buttons adequately explained?
• Is the contrast ratio of the content easy to read even for those with visual impairments?
• Is multilingual content organized in an accessible way?

By the way: With primedocs, you can automatically answer “yes” to each of these questions.

Accessibility that implements itself

Digital accessibility does not have to be a mammoth project. By relying on software solutions that implement digital accessibility from the outset, you are optimally prepared for all legal requirements. With primedocs, you are using an accessible tool that enables people with disabilities to make optimal use of documents in their everyday lives.