Publishing documents on H&F websites

Contents

Our responsibilities

It is now UK law that documents published on public sector websites, intranets and extranets must be accessible and usable for everyone.

This applies to all types of document formats such as PDFs, spreadsheets, Word docs and PowerPoint presentations.

The rules apply to documents published since 23 September 2018 and any older documents needed for administrative processes.

As an H&F member of staff, you must ensure that:

  • the documents you or a partner organisation produces for online publication meet web accessibility standards
  • existing documents that are actively used for your service, are reviewed and that any accessibility issues identified are resolved.

Further background

The full name of the accessibility regulations is the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018.

The accessibility regulations came into force for public sector bodies on 23 September 2018 and all public sector websites and mobile apps should now be accessible.

This means we need to meet the international WCAG 2.1 AA accessibility standard and publish an accessibility statement that explains how accessible our website or mobile app is.

Lots more information can be found on gov.uk Understanding accessibility requirements for public sector bodies - GOV.UK

Can using a document be avoided?

If using a document can be avoided, the information you want to publish should be presented as HTML content on a web page. This might be as text, a webform, an online map, or a combination of these.

Creating content as web pages means that users do not have to work as hard. It reduces their cognitive load.​

This is because:​

  • all content is in one place, users do not need to download a separate application to read something
  • web pages meet accessibility standards
  • web pages are easier to navigate
  • web pages are quicker and easier to update than a static PDF document
  • web pages linking to related guidance on another web page gives users a better user journey
  • web pages are easier to use on mobile devices
  • Guidance on when to use PFDs

    ​If you're designing content that people will read on a screen, it's best to create it as a web page.

    When to use a PDF

    The following are examples of when to use a PDF:

    • information too long for a web page
    • official council documents, for example strategies and reports
    • documents users are likely to print
    • documents likely to be of very specialist interest only
    • information in a format too complicated to translate to a web page
    • documents which users require in their original printed format
    • documents that are created in other web enabled applications, such as committee documents published online using Modern.Gov

    When not to use a PDF document

    The following are examples of when not to use a PDF:

    • information needs to be clearly visible and front-end
    • when documents hold important information such as prices and opening times
    • the document is a form – can this be created as an online form instead?

    I've been asked to put a PDF online, what should I do?

    Ask yourself the following:

    Is there a clear customer need for this information?
    If not, then don't clutter up your web pages with unnecessary information.

    Is the information already online elsewhere?
    If so, link to the other sourc e.If PDFs are created by another organisation, it's their responsibility to maintain and make accessible.

    Is there a legal reason why the original document needs to be online in this format? Or is it a scan and you don't have access to the original?
    Upload the PDF, but make sure you provide contact details so customers can request help or further information.

    What kind of document is it?

    Text only
    Make it into a web page instead. That way we know the information is fully accessible, will respond to different screen sizes and is easy to edit. Contact webteam@lbhf.gov.uk.

    A brochure, report or service plan
    Consider if it could be a web page instead. If not, you will need to make the PDF accessible. The web team can advise. Contact webteam@lbhf.gov.uk

    A poster or leaflet
    If you're promoting a one-off event, a social media campaign or news article on the H&F website will reach more people. Contact communications. Leaflets are created to be seen on paper.

    A form
    Make it into an e-form instead. It will be much easier to analyse the data you collect. Contact webteam@lbhf.gov.uk.

    A map or technical drawing
    OK as a PDF, but make sure you provide contact details so customers can request help or further information.​

    Remember: Many people do not have access to a printer.

Documents for the H&F website

Only the web team can publish documents to the H&F website. This is so they can check to see if the document can be turned into web content, or if it stays as a document, that it meets accessibility standards.

Documents that don't meet accessibility standards will not be published until the issues have been resolved.

Documents for other H&F websites

It is the responsibility of website owners that any documents published on the website they manage meet accessibility standards​.

The web team will monitor these sites and randomly check published documents to make sure they are compliant.

Creating accessible documents in Office 365

Most documents published on our digital platforms are created using Microsoft Word, PowerPoint or Excel and are usually then converted into a PDF.

You should maximise the accessibility in the source document before converting it to a PDF file.

See AbilityNet - creating accessible documents

Documents created using other applications

If you use other applications to create documents for online publishing, you will need to check in that application or with the supplier what accessibility tools are available.​

Email the web team​ to discuss what your options are if the application you use doesn't have accessibility tools.

Translate this website