-
Notifications
You must be signed in to change notification settings - Fork 5
New issue
Have a question about this project? Sign up for a free GitHub account to open an issue and contact its maintainers and the community.
By clicking “Sign up for GitHub”, you agree to our terms of service and privacy statement. We’ll occasionally send you account related emails.
Already on GitHub? Sign in to your account
PDFs and other non-HTML documents #161
Comments
Discussed at September Style Council meeting - notes available. To be discussed further at October meeting. |
Some draft guidance for PDFs, why we avoid them and when they may be used was proposed at the October content style council. These are a work in progress and subject to change. Some possible actions:
On why we should avoid PDFs:
On where we may use PDFs: "New PDFs
Old PDFs |
The NHS Digital Website Team provided some useful feedback on their own approach and guidance to PDFs and PDF/A templates: "PDF/A is a PDF format that you can save in, rather than a template. "We're wary of making templates to help people make accessible PDFs, as it might encourage them to use that format when we know PDFs will never be as accessible as HTML pages.
|
New PDF page to be published Monday 18 November. |
Published. |
I love this page and share it when explaining why I don’t recommend publishing content in PDF form. However, there is one point that I don’t believe is accurate, and could be improved:
Search engines crawl, index and rank PDFs the same as a HTML page, and they do rank highly when they contain information relevant to the user’s search query, e.g.: nhs providers march 2020 budget There are also thousands of clicks on PDFs in organic search for the NHS website. I would suggest changing it to (something like) these two bullet points:
Another reason why not to use PDFs: many organisations aren’t tracking PDF clicks through search, because they are not tracked in Google Analytics by default (not sure if it’s the same for Adobe). So, PDFs don’t count in pageviews and sessions data. Many sites often only track button clicks, not PDF page load, which then excludes users arriving from outside the site (e.g. from organic search, and direct traffic). (Nb. You can still see this information in Google Search Console.) |
I'm afraid we'll have to hold this one over till January @torchboxjen. Hope that's OK. |
Latest GDS guidance on PDFsFrom a GOV.UK Basecamp post, 4 December 2020 Hi everyone, We have now updated GOV.UK guidance to make it clear how to publish accessible documents on GOV.UK. We have updated the guidance to say:
If the document is designed to be printed, for example, a flyer, you can publish a PDF. However, you must publish an accessible version with it - either in HTML or OpenDocument. The guidance explains this in more detail:
There has been a lot of conversation about publishing accessible documents on GOV.UK, especially around publishing PDFs. While it is possible to make PDFs somewhat accessible, we’ve seen lots of PDFs published on GOV.UK which are not as accessible as possible. It takes a lot of work to make a PDF accessible and you may be breaking the law if you publish a PDF or other non-HTML document without an accessible version. Why PDFs may not be accessible for everyone
Some users need to change browser settings such as colours and text size to make web content easier to read. It’s difficult to do this for content in PDFs. You can magnify the file, but the words might not wrap and the font might pixelate, making for a poor user experience. Some users need to view information on mobile devices. Locking content into a PDF limits the ability for people to make these kinds of accessibility customisations. Creating open documents Also, HTML attachments can now be printed by users if needed. When it’s not technically possible to publish in open format We understand the pressures of publishing at pace Tobi Ogunsina |
We need to review this at an upcoming Style Council meeting, along with @torchboxjen's comments above. We've taken on board some comments from the NHS Digital website team, NHS.UK product lead and Alistair Duggin (re accessibility and PDFs). |
January Style Council meetingWe reviewed an updated version of our PDF guidance at the meeting and agreed to publish it. Since the meeting, we've had some further comments. The latest version of the page is available for review in the NHS.UK Slack content channel and we've sent it to 2 comms teams for feedback. We'll then send it off for clinical approval before updating the guidance in the service manual. |
Sent to clinical team for sign off. |
Guidance updated. Move to Done for now. |
Message from @cjforms on this issue: nhsuk/nhsuk-service-manual#928.
|
Thanks @sarawilcox I'll keep an eye on this thread too, and will ask my Defra colleague Martin Glancy to have a look. He's the person who has been investigating this problem recently and who brought it to my attention |
Comment from Alistair Duggin:
Note: re changing fonts and colours, it depends how it is created. See blog post on GOV.UK re pros and cons of PDFs. It is possible to provide support for high contrast and alternative foreground and background colours though most people can't won't be able to change them. It is possible to zoom into a PDF and to reflow content into a single column but not to resize text. Sara to discuss with NHSD website team. https://www.adobe.com/accessibility/pdf/pdf-accessibility-overview.html |
Ref Alistair Duggin's comment: If the document is a form, then the 3rd option is especially important and may be the best one. If you delete the form, then you may be pushing the user back to using paper which is a useful format but definitely not the most convenient for most people. |
Note also this comment on the PDFs section in the accessibility guidance: #347 (comment) |
@mcheung-nhs has suggested clarifying that open document format means the OpenDocument (.odt) format. |
We get some questions about Mb or MB. The content style guide says MB. A comment on NHS.UK Slack from @Ross-Clark: |
Current guidance on linking to PDFs is as follows.
Proposal to Style Council, December 2021: Given that our guidance is to avoid linking to PDFs and we would only link if the information is only available as PDF, we suggest adding the word “only”: PDF only, [file size in MB or KB] Action: Sara to check that this would read as “PDF only, 5MB” not “PDF only 5MB”. Approved by Style Council, subject to above check. Sara Wilcox to update the content style guide. Note also @mcheung-nhs's comment about re ODT - to do. |
@mcheung-nhs confirmed that, on VoiceOver and NVDA and JAWS, there is a slight pause with them all but it wouldn't be much of a pause if the speaking rate was set to fast! Also note that NVDA/Firefox read the 5MB as “5 megabytes” whereas the others said “5 M B”. |
Added the word "only" to guidance on avoiding linking to PDFs on the Links page. |
Hi @mcheung-nhs, I wonder if we should specify Open Document Formats (ODFs) rather than .odt specifically? https://www.gov.uk/guidance/using-open-document-formats-odf-in-your-organisation |
Hi @sarawilcox - yes you're probably right, as the .odt is an instance of an ODF but there are others such as .ods and .odp |
Latest from GOV.UKDear GOV.UK publishers, If you publish annual reports or any other documents in PDFs, you also need to publish them in HTML. If you only upload the PDF version, you are breaking the law. GOV.UK’s policy is HTML first. You should only publish a PDF if the document is designed to be printed, such as a leaflet or booklet. Tips and adviceHere are some ways to help you convert your PDFs to HTML:
There is more information in the publishing accessible documents guidance. GOV.UK Find and View Accessibility team |
More from GOV.UKWe have found that no matter what you do with PDFs, there are certain things that cannot be done to make it as accessible as possible. For example, you cannot change the background or font colours in a PDF which some low vision users need to do to access the document. PDFs also make it very hard for magnification users to access the document. The best way to make sure your document includes everyone is to publish it in HTML. The WCAG guidelines fall under the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018. However, we also have a legal obligation to provide equal access to people with disabilities under the Equality Act 2010. See Government Content Community Basecamp for comments on this guidance (for people with access to Basecamp: https://3.basecamp.com/4322319/buckets/15005645/messages/4938632689). |
I'm greatly in favour of an html-first policy, but I'm also bewildered by some of the anti-.pdf rhetoric. It's just a technology and it has its place. There are lots of health reasons why printable documents are convenient or important, and .pdf is a helpful way to get the document to place where it can be printed on demand - or in bulk, for that matter. For example:
Yes, it is possible to print from html. But often, it's not all that nice when it is printed. Also .pdf is often more convenient for preserving a document - a need that is common amongst researchers. Also, why are we saying 'no decorative images'? Why not? Obviously they need to be tested like any other images but what's wrong with alleviating the gloom a bit? Why can't something be cheered up a bit by an appropriate decorative image? Let's get some emotion back into this. |
Use this issue to discuss the PDFs and other non-HTML documents page in the service manual
This issue started with a proposal that teams share their experience and best practice guidance at the September 2019 Style Council and that we should consider whether our current service manual page needs changing: https://service-manual.nhs.uk/content/pdfs and https://service-manual.nhs.uk/content/links
The text was updated successfully, but these errors were encountered: