1. PDF accessibility Susannah Pike s.pike@dorsetforyou.com 01305 252353

2. Why does it matter? If a PDF has not been tagged properly it will be inaccessible to blind people that use screen readers to access the internet. This is obviously not good practice! We wouldn’t think about creating inaccessible web page content. If we don’t do something our website will not adhere to accessibility standards, and we risk losing our accreditation. We know there have been some mixed messages over the years on when to use a PDF so here is our OFFICIAL stance…

3. PDF documents should only be used IF: The publications are very large and/or complex in structure, for example using multiple-column text, formulae, graphics and detailed tabular information. They are application forms that can be downloaded, printed and posted. Otherwise they should just be avoided http://www.dorsetforyou.com/contentguidelines

4. PDF vs HTML HTML (web page content) PDF LoadingQuickerSlower, though can download Screen appearanceAdjusts to user’s settings. Often easier to read Does not adjust to user’s screen. Set page size. Not easy to read long documents Intended purposeBrowsingPrinting Software requiredWeb browserAcrobat reader MaintenanceEasy to updateDifficult- have to contact creator. AccessibilityGood, alt text and headings included. Require Adobe pro or word add in

5. “This PDF has to go on!” We understand some PDF documents are required to be published. We also understand that often you are given these documents last minute, and they aren’t even created by your team a lot of the time! What to do to ensure it’s accessible… If it is already a PDF you generally need Adobe Pro to make it accessible. I have this, if you think anyone in your department may have it let me know. If it is a Word doc there is an add in that can create accessible PDF documents from Word. If the PDF has been made for you externally and the council may have even paid for this service- QUESTION them. Is this accessible? These are the main things to look out for….

6. Good PDF/ Bad PDF This is an example of a good accessible PDF: http://www.dorsetforyou.com/media.jsp?mediaid=187327&filetype=pdf This is an example of a ‘bad’ inaccessible PDF: http://www.dorsetforyou.com/media.jsp?mediaid=138754&filetype=pdf

7. Ensure Tables have headings, colours are clearly defined (black on white ideally!), and you have a clear document heading. Keep it all simple basically! Avoid Over use of images- unless they are given alternative text or excluded from the reading order of the page they will make the document hard to understand. Text on images is also a big NO NO.

9. Word plugin How you can make a word doc into an accessible PDF… Software available in Word (it’s just hidden!) I have included a guide on how to install this for you, available to email to editors who aren’t here today.

10. What you can do We know a lot of the time PDF documents are sent to you, and often you can’t edit them yourself. So we ask that you try to simply reduce the use of PDF documents on your web pages- turning it into web content is by far the easiest way to make sure key information is accessible to everyone! Examples: Maps- converted a PDF into a Google map and directions tool: http://www.dorsetforyou.com/bovington-park http://www.dorsetforyou.com/bovington-park Tables- converted a PDF into page content, particularly since customers were asking that it was on the page (less clicks= happy customer) http://www.dorsetforyou.com/2-rivers-meet/swimming/swimming-pool- timetables http://www.dorsetforyou.com/2-rivers-meet/swimming/swimming-pool- timetables

11. Useful links Finally- thank you! Going forward- we are working with the Shaw Trust on some formal training on PDF accessibility. We will aim this at the editors uploading a lot of PDF documents, and are hoping to do sessions in the New Year. Any questions- please do come to me: s.pike@dorsetforyou.com 01305 252353 Here are some useful links on PDF accessibility: http://www.bbc.co.uk/guidelines/futuremedia/accessibility/accessible_pdf.sh tml https://www.gov.uk/service-manual/user-centered- design/resources/creating-accessible-PDFs.html