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Contents
Policy Statement
Policy Content
Indicative Roles, Responsibilities, and Policy Compliance
Reporting

Policy Content

In scope

This policy applies to:

  • Everyone who procures, manages, or develops a digital system as part of Ashford Borough Council’s business processes; and
  • Everyone who produces documents or content hosted on a digital system that meets the following description.

For the purposes of this policy, a “digital system” is any IT (Information Technology) system that is accessed using a browser or on a mobile device and is created for an internal or external audience (for example staff and members of the public). This applies to the administrative interface as well as the user interface.

This includes but is not limited to:

  • Websites
  • Web-based systems
  • Documents and content hosted on a digital system
  • Mobile applications.

A digital system is in scope for The Regulations if it is fully or partially funded, developed, or controlled by the Ashford Borough Council or has Ashford’s branding.

Out of scope

Any digital system that is not funded, controlled, or developed by Ashford Borough Council is outside the scope of this policy. This includes subscription services where the Ashford does not control or manage a system but pays for access to it , however if as part of the tender process, an accessible alternative was available, this means it was under our control.

If a digital system does not clearly fit this scope statement, the Digital Improvement & Web Development Officer will decide whether it should be included as a system that must meet the standards set out in this policy.

Some types of digital content are not in scope:

  • files published before 23 September 2018 (unless needed as part of an active process related to tasks performed by Ashford Borough Council).
  • audio and video content published before 23 September 2020;
  • live video and audio streams;
  • online maps and mapping services, if the information on the map is provided in an accessible format alongside;
  • third-party content that is neither funded, developed or under the control of the [name of organisation].
  • reproductions of items in heritage collections that cannot be made accessible without compromising the integrity of the item or without significant investment; and
  • content qualifying as ‘archives’, meaning it is not needed for an active process and is not edited after 23 September 2019.
  • Mobile applications are only in scope if they are listed on an app store and available to the public.

Even where a digital system is outside the scope of this policy, its accessibility should be considered, including provisions made for reasonable adjustments and alternative formats.

Risks

Failure to comply with the relevant statutory standards is an infringement of legislation and may result in reputational damage and financial loss.

The Central Digital and Data Office (CDDO) actively monitors compliance with The Regulations, and which will perform periodic compliance audits Ashford’s digital systems. If non-compliances are identified, the organisation will have 12 weeks to resolve all issues.

If issues remain unresolved following this period, Ashford Borough Council will be publicly listed as a non-compliant organisation and the Equality and Human Rights Commission may choose to start legal proceedings under the Equality Act.