Fact Sheet 4. Designing information for accessibility
It is important that the content of your information – whether it is written information, an audio tape, a DVD or a video - is clearly structured and that it is produced from a single source. This avoids duplication and lets you update information quickly and easily. (Single source publishing is explained later in this Fact Sheet).
Once information is designed for accessibility, you can then adapt it for different formats and for the web. Fact Sheet 5 explains the different formats you can use and Fact Sheet 6 shows how to ensure your website is accessible.
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Easy to read information has many uses. It can be useful to people with intellectual disabilities, to people with aphasia and to people with a low level of literacy in English, among others. A special interest group has formed to agree an approach on how people can make information easy to read in Ireland. It includes speech and language therapists, researchers, policy makers and others with experience of creating easy to read information. Their aim is to produce guidelines by reviewing the literature, discussing their previous experiences and actively engaging with people who will benefit from easy to read information. |
What can you do to make your written information accessible?
The guidelines below apply to all information, including electronic publications and websites. They are relevant for word processing files and for other file formats such as PDF and HTML. They will help you to structure, write and design your information so that it can be made accessible in different formats and in Clear Print.
a) Design and layout
- Use simple, clear English so that your publications are accessible to everyone. The National Adult Literacy Agency (NALA) can provide help in writing plain English texts. (See further resources below).
- Use Clear Print design which takes into account things like font type and size, colour contrast between background and text, and page navigation. Examples of Clear Print design are using at least 14 point font size and aligning paragraphs to the left. (See further resources below for more guidance on Clear Print design).
| Age and Opportunity uses RNIB Clear Print Guidelines in its publications. It has also given information on how to make publications clearer and more legible to its Bealtaine festival partners, which include arts centres, cultural institutions and county council arts offices. |
b) Structuring your document
- Create a structure so that your written information can be accessed through a screen reader. A screen reader will read aloud information from your computer screen so that you can listen to it.
- Base your structure on Microsoft Word styles and headings. Use the heading style in Word, such as 'Heading 1', 'Heading 2' and so on, to create headings rather than trying to make your text look like a heading by using bold formatting. Using the heading style lets screen readers create an outline of the document.
- Add space around paragraphs by using style formatting options rather than using carriage returns. This is particularly important to people who use a screen reader.
c) Using images and tables in electronic documents
- Describe the information in words as well as in images.
- When creating columns of text, use the built-in table tools. Do not use tabs to create tables.
- Keep the tables simple.
d) Linking your documents to web pages
- Use descriptive text for links.
- Make sure that each hyperlink describes the content to which it links. This is important because hyperlinked text such as 'click here' can be confusing for people who use screen readers.
f) Training your staff
- Train your staff on how to produce accessible written documents.
- Make sure the training addresses equality issues as well as negative stereotypes and attitudinal barriers.
If you provide information in different formats, say this clearly in the original publication. 'Different formats available on request.' It is important to state which formats are available and where to get them.
| Inclusion Ireland promotes
accessible information for people with intellectual
disabilities. Its website provides up to date
information on developments in service provision,
legislation and social policy. It also produces
accessible CDs and booklets in Easy to Read
format. One example is the 'My Voice, My Choice' advocacy pack, which contains information booklets in Easy to Read format and a CD. The pack helps people with intellectual disabilities to have a better understanding of their rights and how to get their voice heard when exerting their rights. |
Single source publishing
A more advanced method for producing a document is single source publishing. This involves publishing information from a single source that can later be transformed into a variety of different output formats, such as HTML for the web, PDF for printing or Braille transcription.
The source document is written in a computer language called XML (Xtensible Markup Language). XML does not use formatting or typesetting which means that the information can easily be changed into other output formats.
The benefit of single source publishing is that it avoids having to edit and produce different versions of the one document. This reduces costs, reduces the possibility of errors occurring and makes it easier to update documents as only the 'master' (single source) file has to be updated.
Single source publishing is particularly useful for organisations that produce information in a variety of formats such as Braille and the web.
Further resources
National Adult Literacy Agency, Plain English Guidelines
Plain English Campaign, the Plain English Guide to Design and Layout
Plain English Campaign, How to Write in Plain English
Plain English Campaign, Plain English Tips for Clear Websites
National Disability Authority,
First Steps in Producing Accessible Publications
The document is available in HTML, PDF and Word
formats.
National Disability Authority,
Code of Practice on Accessibility of Public Services and
Information provided by public bodies
This gives guidance to public bodies on how to improve
access to written information. It is available in HTML, Low
Resolution PDF, Large Print, Plain English PDF, and Easy to
Read PDF formats.
Assist Ireland A comprehensive online resource database developed by the Citizens Information Board with information on assistive technology products, suppliers and resources related to daily living and disability in Ireland.
National Council for the Blind of Ireland (NCBI) provides guidance on how to make written documents accessible to all, with particular focus on clear print layout and design. NCBI Make it Clear
Lighthouse International (USA), Guidelines on Colour and Effective Colour for People with Visual Impairments. www.lighthouse.org
Royal National Institute for the Blind, See it Right: Guidelines on producing accessible information. This includes a book and CD. www.rnib.org.uk
Web Aim, Provides guidance on how to structure a Word document provide different text for images and save files to HTML.
SAIF, Provides a wide range of resources and checklists on how to make documents accessible for disabled people. www.saifscotland.org.uk/
Mencap, UK, Am I Making Myself Clear? (2002). Guidelines for accessible writing, www.mencap.org.uk
