Choosing the right formatPublishing PDFs

We're often asked to publish PDFs such as:

• Strategies
• Policies
• Reports
• Plans
• Minutes

This is bad news because:

• There are inherent problems with PDFs.
• Content is not accessible when authors do not follow SCULPT.

The problem

Teams invest lots of time and money in making long, complex documents, full of barriers.

We often learn about documents when they're already finished and urgently need publishing.

When we test them, we find a wide range of problems.

This prevents or delays publishing.

The solution

• Involve us early in the process.
• Choose the right format.
• Provide an accessible alternative (if required).

Is a PDF really necessary?

We are reducing the number of PDFs that we publish.

We may convert your PDF into a webpage or ask you to send the content in a simpler format.

Where there is a business case for publishing a PDF, it must be:

• fully accessible; or
• as accessible as possible with an accessible alternative.

Accessible alternatives

This will be a web-friendly version that covers the core themes of the inaccessible version.

It must be fully accessible. (See: SCULPT).

A PDF download will be made available alongside the web version.

Downsides

Making and maintaining multiple forms of the same content increases workload.

There's also the risk of versions falling out of sync and sending mixed messages.

This is why we encourage one accessible version.

Examples

• Climate action plan
  A complex 76 page PDF with web friendly version and audio narration in 5 languages.
• Corporate plan
  A complex 21 page PDF with a web-friendly version.