Content is not just web copy, it also refers to all digital content such as documents, tables, videos and images.
Use of documents
HTML is the default format for government information. This means the content in your document should be HTML (i.e. web copy).
Documents are less effective than web pages. Web pages are more responsive, accessible, better for search and easier to update.
If you have a long document to be converted to web pages, contact the Digital team who can let you know the best approach.
Web pages versus documents
We use web pages over documents because:
- Users cannot search for keywords and find the insights in your document, it’s invisible to Google and internal search.
- Less than 5 per cent of our visitors click on documents.
- Word documents and PDFs are almost impossible to use on mobiles and tablets. They also do not resize on mobile devices.
- Documents do not work well with assistive technologies, such as screen readers.
- Downloading large files (over 1MB) can be difficult, especially in regional and remote places.
- Web pages are more useful for visitors who are not fluent in English. The pages can be run through online translators, but documents cannot.
- You meet your accessibility obligations.
- All pages on the website are print friendly.
Exceptions to the rule
A strong user need for a document, for example a template, activity sheet or poster for printing, is the only exception.
These documents must:
- meet accessibility standards
- use the department’s official templates
- be correctly formatted.
Create an accessible document
MSWord is preferred over a PDF. They are easier to make accessible. To find out how to create an accessible document, visit
create accessible word documents.
Read the
WebAIM Microsoft Word guide for more guidance.
How to check MSWord documents for accessibility
Use the built-in
accessiblity checker to make sure your document is accessible.
- Open the Word document.
- Select the 'File' tab.
- Select 'Info' from the left-hand side menu.
- Click the 'Check for Issues' button.
- Select 'Check Accessibility' from the drop-down menu.
- Review the list of potential errors in the Accessibility Checker pane.
Detailed information is available on Microsoft Support -
making MS documents accessible.
PDFs and accessibility
PDFs are not recommended. They cannot be customised and this makes it difficult to read for people with disability.
If you must create a PDF, it needs to be accompanied by another accessible format, such as MS Word. Never use PowerPoint as this is the least accessible format. It's only purpose is for presentations.
Information is available for:
Translations
Consider whether your content needs to be translated into community languages
When producing translated documents
Decide who your audience is for example, parents/carers or professionals providing material to parents.
Use reliable data to provide an evidence-base for prioritising language groups, such as
statistical data for Victorian communities. This provides easily accessible Australian Bureau of Statistics census data on local government areas.
Make sure the document has been written in plain English. Use the
Hemingway app.
Get a quote from the translation company that includes independent checking as a minimum and consider community approved checking for marketing materials and resources.
Produce in both PDF and Word accessible formats and check fonts are displaying accurately.
Make sure the name of the language in English is also included in the top right corner.
Placement of the document on the website must include the English version so it can be reviewed to ensure information remains relevant.
Images
Only use images that help the user, for example if they make it easier for some users to understand information.
Do not use decorational images, they offer no value to the user. Never use images of text as this not accessible.
Alternative text
Images must have alternative text (or alt text). The purpose of alt text is to describe the information or function of an image to users who cannot see it. Using alt text means all users can access the same information (for example screen readers read out the alt text).
Alt text needs to describe the image, its purpose and its meaning. Do not include things like "image of" or "picture of". Make sure alt text is written in plain language.
It’s your responsibility to make sure alt text is included.
For more information visit:
Complex images and infographics
It’s difficult to make complex images accessible. Infographics are a challenge not only for individuals with visual impairments, but also for individuals with cognitive disabilities. Complex designs can be difficult to follow or distracting.
Alt text is unlikely to explain the non-verbal elements of your infographic correctly. For example, it's hard to describe a visual process or workflow.
If you have to use an infographic, it must be the secondary form of communication. Text should be used to communicate your concept as the primary form of communication so that all users, regardless of their ability, can understand your message.
Videos and audio
Video and audio content must have captions and transcripts. People use captions and transcripts to read video or audio content. You are responsible for making sure your video has accurate captions and transcript at time of publication.
Closed captions
Videos must be provided with plain text captions that can be turned on or off (not burnt into the video). Captions must include all speech, and any information presented visually.
Your videographer or a transcription service can create captions. Captions and subtitles are provided as a separate SubRip text file with the extension ".srt".
Consider including subtitles and transcripts in community languages and Auslan to improve accessibility for your audience.
Transcripts
While captions are loaded into the video (YouTube or Vimeo) transcripts must be added to the page. Transcripts must include:
When to use tables
Only use tables to present data. Text-based tables must be converted into content with headings and subheadings.
Converting text-based tables to plain English text
Text-based tables are difficult for users to interpret. A table can be replaced with bulleted or numbered lists, or use headings and subheadings.
The example below shows how text-based tables are easily converted to text.
A caption is descriptive text before the table that indicates the content of the table
Column 1 header
| Column 2 header
| Column 3 header
|
|---|
| Entry one | Text | Text |
|---|
| Entry two | Text | Text |
|---|
Converted result
In the converted result, the column 1 header may not be needed. The table caption may need to be converted to a heading such as h2.
Table caption converted to h2 heading
Entry one
Column 2 header
Column 2 text
Column 3 header
Column 3 text
Entry two
Column 2 title
Column 2 text
Column 3 title
Column 3 text
Presenting data
Tables need to be specially coded to support users to screenreaders and other assistive technology. If you are trying to communicate data, talk to the Digital team about how a table might be able to support your message.
Colour contrast and why it's important
There must be enough contrast between the colour of the content and the background. This makes sure that text and images are legible for users with low vision or color deficiencies.
To meet accessibility standards, a contrast ratio of 4.5:1 for normal text and 3:1 for large text (14 point and bold or larger, or 18 point or larger) is required.
WebAIM and
Vision Australia provide online tools you can use to check if your colour combinations are accessible.
Never use colour coding alone when providing information (for example, on a map, or form). This is because people who are colour blind will not be able access the correct information. If you need use colour to communicate information it must be accompanied with an accessible version, such as text on the page.
Forms
When you are creating a form for users to print and return to the Department, you should consider whether an online form is a better solution.
Embedded forms can be used on the website, contact the Digital Communications team if you think you may need one. The team can build and deliver customised online forms to suit many situations and can help you to navigate your privacy requirements.
This page contains information adapted from: