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Digital documents, like websites, should be designed to be usable by all users. Despite this, many official documents still contain errors that make accessing information difficult or even impossible for some people. By analyzing a wide range of such content, we can pinpoint the most common errors and how to eliminate them.
Document accessibility in Poland is regulated by the Act of 4 April 2019 on the Digital Accessibility of Websites and Mobile Applications of Public Entities. The regulations apply primarily to documents published on websites, for example, as downloadable PDF or DOCX files. Errors in this type of content most often concern formatting and overly complex language.
What is a digitally accessible text document?
Universally friendly content is content that enables people with various types of disabilities to fully utilize its content. Text file availability includes items such as:
- Headings – they enable logical navigation through the content.
- Alt text – allows you to describe images, graphics, and other visual elements, which is essential for people using a text reader.
- Color contrast – ensures that text is legible even for people with limited visual perception.
- Document structure – appropriate hierarchy of headings, tables and charts.
The most common errors in the accessibility of digital documents
People who consume digital content have diverse needs. Users with disabilities use a variety of tools and assistive technologies. For example, people with limited vision require a screen reader or magnification to read text. Others may use touchscreens or keyboards instead of a mouse. It’s important to keep this in mind when creating digital documents. Therefore, below are some basic principles for ensuring the comprehensibility and readability of text files.
Lack of proper heading structure
Lack of proper heading structure is one of the most common problems. Headings (H1, H2, H3) organize content and aid navigation, especially in long texts. People using screen readers need headings to understand how the text is structured. Therefore, they should always be used in the correct order, rather than simply bolding the text.
Headings section in Word
No table of contents or summary
Long documents without a table of contents or summary are difficult to navigate. A table of contents allows you to quickly jump to specific sections. A summary or introduction helps you orient yourself to the topic. The lack of these elements is a significant problem for people with cognitive disabilities. Furthermore, a table of contents helps users using screen readers find information easily.
Documents that are too long and overloaded with content
Documents with long blocks of text are tiring to read. They can be overwhelming, especially for those with concentration problems. It’s better to divide the content into smaller, logical sections using headings and lists.
Illegible typography
Poorly chosen fonts, colors, and sizes make reading difficult. Choose simple fonts (for example, Arial or Verdana) and avoid very small text. This will make reading easier for people with vision problems.
Font selection in Word
No alt attributes for images
Without alternative text (alt attribute), blind people have no idea what graphic elements represent. Alternative text should briefly describe a photo, graphic, or chart so that anyone can fully understand the document.
Adding alt text in Word
No table descriptions
A table is one of the simplest ways to present detailed data. However, it’s worth remembering that every table should have semantically marked row and column headings that facilitate understanding of its structure. It’s a good idea to include titles and descriptions that explain what the table represents. These are also useful for charts and infographics.
Incorrect color contrast
Low contrast between text and background makes reading difficult, especially for people with visual impairments. Text and background colors that are too similar can make information illegible or cause eye strain, making the document difficult to use
To improve accessibility, ensure adequate contrast—ideally, dark text on a light background, or vice versa. It’s worth using contrast-checking tools, such as WCAG contrast testers, to assess whether color balance meets accessibility standards.
Changing the background color in Word
Text saved as an image
PDF files that contain text stored solely as images present a barrier for text readers. The software cannot read the content. It is recommended to create documents in a format that allows text recognition, such as OCR (optical character recognition). The document language was incorrectly specified.
If a document’s language is incorrectly specified, screen readers may misread it, making the content unintelligible. Specifying the correct language for the document will ensure that the assistive software pronounces individual words correctly.
Changing the language in WORD
Invalid links
Links without context, such as “click here,” make navigation difficult. It’s better to describe the link’s purpose so the user knows what page they’re going to. A good example would be “Check the website’s digital accessibility report.”
Too complicated document layout
A document layout that’s too complex can make it difficult to navigate, especially for those using assistive technology. Irregularly placed elements, insufficient space between paragraphs, and overly complex table structures can make it difficult for users to absorb content. A simple, consistent document layout improves accessibility.
Missing metadata and document titles
Documents without metadata (title, author, keywords) are difficult to find and organize. Document titles should be short and precise to make it easier for users to find information.
What elements improve the accessibility of digital documents?
Above all, it’s important to use simple language, which facilitates understanding of the content, especially for people with cognitive disabilities. Clear language involves using short sentences, simple grammatical structures, and easy-to-understand words. Overly complex expressions, complex subordinate clauses, or an excess of adjectives can make the text difficult to digest.
If we need to introduce more advanced concepts or technical terms into the text, it’s helpful to clearly define or explain them, for example, through a footnote or a simple translation. This way, those unfamiliar with the terminology will be able to understand the context and meaning of the words used.
It’s also a good idea to use the active voice, as it’s more direct and easier to understand. Instead of “The task was completed by the employees,” it’s better to use “The employees completed the task.”
Benefits of ensuring document accessibility
Digitally accessible documents provide broader access to information for people with disabilities. Secondly, they are consistent with applicable legal standards, including the Digital Accessibility Act and the Polish Accessibility Act.
Additionally, digitally accessible documents improve SEO because they are more easily indexed by search engines. Furthermore, an organization that prioritizes the accessibility of its documents gains a reputation as a responsible and modern company.
Digitally accessible document – how to check if everything is in order?
You can use features like the “Accessibility Checker” in Microsoft Word. This tool identifies basic accessibility issues with digital documents.
However, better results will be achieved by specialized monitoring of accessibility requirements. in SAT PDC. The platform analyzes both websites and digital documents. It generates a report with errors and information on how to fix them. It helps adapt content to people with different needs. This support is available to offices, local government units, schools, and healthcare facilities.
BDocument accessibility errors typically stem from a lack of knowledge of simple rules, such as the proper use of headings, alternative descriptions, and the appropriate structure of tables. As a result, materials delivered to recipients can be difficult or even impossible to read for those using assistive technology. That’s why training in creating accessible content in text editors is so important. We offer practical Microsoft Office courses for administrative staff, HR departments, accessibility specialists, and editors preparing information materials. Participation in these training courses can be subsidized by the Development Services Database. .
