Accessibility Beyond the Web: Making Digital Documents Compliant

When we think about digital accessibility, our minds often jump to websites. Ensuring that a site is usable for everyone, regardless of disability, is a critical part of today’s digital landscape. But accessibility doesn’t stop at web design. Digital documents, such as PDFs, Word documents, and presentations, also need to be accessible if we’re to create an inclusive online world.

Making these documents accessible might sound complicated, but it's essential. Consider a report emailed to a colleague or a brochure downloaded from a website — if these are not accessible, a whole section of your audience could be left out. Let’s explore how you can make digital documents compliant with accessibility standards and why it matters.

Why Accessible Documents Matter

Imagine you're a student who relies on screen reader technology due to visual impairment. You're given a PDF document for your coursework, but the text isn’t tagged properly, meaning your screen reader can’t navigate through it. Instead of easily moving from heading to heading, you’re stuck listening to the entire document line by line, making your work unnecessarily time-consuming and frustrating.

This is just one example of how inaccessible documents can negatively impact someone’s experience. For many people, digital documents are an essential tool in daily life — whether it's reading an email, filling out a form, or accessing vital information. If these documents aren’t designed with accessibility in mind, individuals with disabilities may face significant barriers.

Ensuring accessibility in your digital documents promotes inclusivity and complies with legal requirements such as the UK's Equality Act 2010 and the Public Sector Bodies Accessibility Regulations. More importantly, it ensures that everyone can engage with the information equally.

Key Areas to Focus On in Document Accessibility

When making your digital documents accessible, several key areas need attention. Let's break them down, using real-world examples to highlight how these changes can make a difference.

Use of Proper Headings and Structure

A well-structured document benefits everyone. For a person using a screen reader, headings allow them to jump between sections easily, just as you might visually skim a page. Think of a research paper divided into clear sections with titles such as "Introduction," "Methodology," and "Conclusion." Without these headings, navigating would feel like trying to read a book where every chapter is in one continuous block of text.

In Microsoft Word or Google Docs, you can use built-in heading styles instead of manually changing the font size or boldness. These heading styles ensure screen readers can identify different sections of the document and make it more navigable for all users.

Descriptive Alt Text for Images

Images can often enhance a document, but for someone with a visual impairment, these images are inaccessible unless you include descriptive alternative text (alt text). Think of a charity’s annual report that includes graphs showing donations received over time. Without alt text, a visually impaired person might miss out on this crucial information.

By including a description such as "A bar graph showing a 20% increase in donations from 2022 to 2023," you ensure that the image's information is accessible to everyone.

Ensuring Tables Are Accessible

Tables can be tricky for screen readers if not formatted correctly. Consider a spreadsheet showing monthly sales figures. If the table isn't structured properly, someone using a screen reader might hear the data in a confusing, disorganised way, making it impossible to understand.

To avoid this, ensure that tables are simple and include clear row and column headers. In a programme like Excel, there’s an option to mark the top row as a header. This ensures that screen readers can associate data with the correct categories, providing a seamless experience for users.

Use of Plain Language

Plain, straightforward language helps all users understand your content, but it’s especially important for those with cognitive disabilities. Imagine reading a government document filled with legal jargon — it’s confusing for most people, let alone someone who struggles with reading comprehension.

Try to use simple, clear language where possible. Instead of writing, "The organisation endeavours to accommodate individuals with varying levels of physical ability," you could say, "We aim to help people with different physical needs." It’s easier to read, process, and understand.

Making PDF Documents Accessible

PDFs are one of the most commonly used document formats, yet they can be one of the hardest to make accessible. This is because many PDFs are simply scanned images of text, which screen readers can’t interpret.

Imagine downloading a restaurant menu as a PDF, only to discover that it’s an image of the printed menu. A screen reader won’t be able to read the text aloud, making it impossible for someone with a visual impairment to know what's on offer.

To avoid this, ensure that PDFs are "tagged." Tagged PDFs have built-in structure, allowing screen readers to navigate them like any other text document. Programmes like Adobe Acrobat have features that help you tag your PDF, adding a layer of accessibility that benefits all users.

How to Start Improving Document Accessibility

While it may seem daunting at first, improving the accessibility of your documents is a straightforward process once you know where to begin. Free tools like Microsoft's Accessibility Checker or Adobe Acrobat’s built-in tools can help you identify and correct accessibility issues. These tools provide step-by-step guidance, ensuring that you're not overlooking any critical aspects.

It’s also a good idea to involve users with disabilities in testing your documents. Their feedback can highlight issues you might not have noticed and offer real-world insights that can be invaluable in refining your approach.

Making Accessibility the Standard

Digital accessibility is about much more than websites. By ensuring that your digital documents are accessible, you're helping to create a more inclusive society. Whether it’s through proper heading structures, descriptive alt text, or accessible PDFs, small changes can make a big difference in someone’s daily experience.