{"id":883,"date":"2025-09-08T11:31:06","date_gmt":"2025-09-08T09:31:06","guid":{"rendered":"http:\/\/sat-govtech.pl\/blog\/the-most-common-mistakes-related-to-the-accessibility-of-digital-documents\/"},"modified":"2025-09-08T11:31:06","modified_gmt":"2025-09-08T09:31:06","slug":"the-most-common-mistakes-related-to-the-accessibility-of-digital-documents","status":"publish","type":"post","link":"https:\/\/sat-govtech.pl\/en\/blog\/the-most-common-mistakes-related-to-the-accessibility-of-digital-documents\/","title":{"rendered":"The most common mistakes related to the accessibility of digital documents"},"content":{"rendered":"<p><b><span data-contrast=\"auto\">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.  <\/span><\/b><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">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.   <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h2 aria-level=\"2\">What is a digitally accessible text document?<\/h2>\n<p><span data-contrast=\"auto\">Universally friendly content is content that enables people with various types of disabilities to fully utilize its content. <\/span><span data-contrast=\"auto\">Text file availability includes items such as:<\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"18\" data-list-defn-props=\"{\"335552541\":1,\"335559683\":0,\"335559684\":-2,\"335559685\":720,\"335559991\":360,\"469769226\":\"Symbol\",\"469769242\":[8226],\"469777803\":\"left\",\"469777804\":\"\uf0b7\",\"469777815\":\"hybridMultilevel\"}\" data-aria-posinset=\"1\" data-aria-level=\"1\"><span data-contrast=\"auto\">Headings \u2013 they enable logical navigation through the content. <\/span><span data-ccp-props=\"{}\"> <\/span><\/li>\n<\/ul>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"18\" data-list-defn-props=\"{\"335552541\":1,\"335559683\":0,\"335559684\":-2,\"335559685\":720,\"335559991\":360,\"469769226\":\"Symbol\",\"469769242\":[8226],\"469777803\":\"left\",\"469777804\":\"\uf0b7\",\"469777815\":\"hybridMultilevel\"}\" data-aria-posinset=\"2\" data-aria-level=\"1\"><span data-contrast=\"auto\">Alt text \u2013 allows you to describe images, graphics, and other visual elements, which is essential for people using a text reader. <\/span><span data-ccp-props=\"{}\"> <\/span><\/li>\n<\/ul>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"18\" data-list-defn-props=\"{\"335552541\":1,\"335559683\":0,\"335559684\":-2,\"335559685\":720,\"335559991\":360,\"469769226\":\"Symbol\",\"469769242\":[8226],\"469777803\":\"left\",\"469777804\":\"\uf0b7\",\"469777815\":\"hybridMultilevel\"}\" data-aria-posinset=\"3\" data-aria-level=\"1\"><span data-contrast=\"auto\">Color contrast \u2013 ensures that text is legible even for people with limited visual perception. <\/span><span data-ccp-props=\"{}\"> <\/span><\/li>\n<\/ul>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"18\" data-list-defn-props=\"{\"335552541\":1,\"335559683\":0,\"335559684\":-2,\"335559685\":720,\"335559991\":360,\"469769226\":\"Symbol\",\"469769242\":[8226],\"469777803\":\"left\",\"469777804\":\"\uf0b7\",\"469777815\":\"hybridMultilevel\"}\" data-aria-posinset=\"4\" data-aria-level=\"1\"><span data-contrast=\"auto\">Document structure \u2013 appropriate hierarchy of headings, tables and charts.<\/span><span data-ccp-props=\"{}\"> <\/span><\/li>\n<\/ul>\n<h2 aria-level=\"2\">The most common errors in the accessibility of digital documents<\/h2>\n<p><span data-contrast=\"auto\">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&#8217;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.     <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h3 aria-level=\"3\">Lack of proper heading structure<\/h3>\n<p><span data-contrast=\"auto\">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.   <\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-617 aligncenter\" src=\"http:\/\/sat.test\/wp-content\/uploads\/2025\/09\/screen-1-1-300x256.png\" alt=\"Headings section in Word \" width=\"433\" height=\"370\" srcset=\"https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-1-1-300x256.png 300w, https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-1-1.png 712w\" sizes=\"auto, (max-width: 433px) 100vw, 433px\" \/><\/p>\n<p style=\"text-align: center;\"><em><span class=\"TextRun SCXW237033166 BCX0\" lang=\"PL-PL\" xml:lang=\"PL-PL\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW237033166 BCX0\">Headings section in Word<\/span><\/span><span class=\"EOP SCXW237033166 BCX0\" data-ccp-props=\"{\"335551550\":2,\"335551620\":2}\"> <\/span><\/em><\/p>\n<p>&nbsp;<\/p>\n<h3 aria-level=\"3\">No table of contents or summary<\/h3>\n<p><span data-contrast=\"auto\">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.    <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h3 aria-level=\"3\">Documents that are too long and overloaded with content<\/h3>\n<p><span data-contrast=\"auto\">Documents with long blocks of text are tiring to read. They can be overwhelming, especially for those with concentration problems. It&#8217;s better to divide the content into smaller, logical sections using headings and lists.  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h3 aria-level=\"3\">Illegible typography<\/h3>\n<p><span data-contrast=\"auto\">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.  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\" wp-image-615 aligncenter\" src=\"http:\/\/sat.test\/wp-content\/uploads\/2025\/09\/screen-22-171x300.png\" alt=\"Font selection in Word \" width=\"245\" height=\"430\" srcset=\"https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-22-171x300.png 171w, https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-22.png 447w\" sizes=\"auto, (max-width: 245px) 100vw, 245px\" \/><\/p>\n<p style=\"text-align: center;\"><em><span class=\"TextRun SCXW24412199 BCX0\" lang=\"PL-PL\" xml:lang=\"PL-PL\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW24412199 BCX0\">Font selection in Word<\/span><\/span><span class=\"EOP SCXW24412199 BCX0\" data-ccp-props=\"{\"335551550\":2,\"335551620\":2}\"> <\/span><\/em><\/p>\n<p>&nbsp;<\/p>\n<h3 aria-level=\"3\">No alt attributes for images<\/h3>\n<p><span data-contrast=\"auto\">Without alternative text (alt attribute), blind people have no idea what graphic elements represent.<\/span> <a href=\"http:\/\/sat.test\/blog\/tekst-alternatywny-a-standard-wcag-zasady-dodawania-atrybutow-alt\/\" rel=\"noopener\"><span data-contrast=\"none\">Alternative text<\/span><\/a> <span data-contrast=\"auto\">should briefly describe a photo, graphic, or chart so that anyone can fully understand the document.<\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p>&nbsp;<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-651 size-medium\" src=\"http:\/\/sat.test\/wp-content\/uploads\/2025\/09\/screen-3-3-2-1-179x300.png\" alt=\"\" width=\"179\" height=\"300\" srcset=\"https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-3-3-2-1-179x300.png 179w, https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-3-3-2-1.png 256w\" sizes=\"auto, (max-width: 179px) 100vw, 179px\" \/><\/p>\n<p>&nbsp;<\/p>\n<p style=\"text-align: center;\"><em><span class=\"TextRun SCXW147618915 BCX0\" lang=\"PL-PL\" xml:lang=\"PL-PL\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW147618915 BCX0\">Adding alt text in Word<\/span><\/span><span class=\"EOP SCXW147618915 BCX0\" data-ccp-props=\"{\"335551550\":2,\"335551620\":2}\"> <\/span><\/em><\/p>\n<p>&nbsp;<\/p>\n<h3 aria-level=\"3\">No table descriptions<\/h3>\n<p><span data-contrast=\"auto\">A table is one of the simplest ways to present detailed data. However, it&#8217;s worth remembering that every table should have semantically marked row and column headings that facilitate understanding of its structure. It&#8217;s a good idea to include titles and descriptions that explain what the table represents. These are also useful for charts and infographics.   <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h3 aria-level=\"3\">Incorrect color contrast<\/h3>\n<p><span data-contrast=\"auto\">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 <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">To improve accessibility, ensure adequate contrast\u2014ideally, dark text on a light background, or vice versa. It&#8217;s worth using contrast-checking tools, such as WCAG contrast testers, to assess whether color balance meets accessibility standards. <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-618 size-medium\" src=\"http:\/\/sat.test\/wp-content\/uploads\/2025\/09\/screen-4-4-186x300.png\" alt=\"Changing the background color in Word\" width=\"186\" height=\"300\" srcset=\"https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-4-4-186x300.png 186w, https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-4-4.png 400w\" sizes=\"auto, (max-width: 186px) 100vw, 186px\" \/><\/p>\n<p style=\"text-align: center;\"><em><span class=\"TextRun SCXW42531176 BCX0\" lang=\"PL-PL\" xml:lang=\"PL-PL\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW42531176 BCX0\">Changing the background color in Word<\/span><\/span><span class=\"EOP SCXW42531176 BCX0\" data-ccp-props=\"{\"335551550\":2,\"335551620\":2}\"> <\/span><\/em><\/p>\n<p>&nbsp;<\/p>\n<h3 aria-level=\"3\">Text saved as an image<\/h3>\n<p><span data-contrast=\"auto\">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.   <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">If a document&#8217;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.  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-616 size-medium\" src=\"http:\/\/sat.test\/wp-content\/uploads\/2025\/09\/screen-5-5-263x300.png\" alt=\"Changing the language in WORD\" width=\"263\" height=\"300\" srcset=\"https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-5-5-263x300.png 263w, https:\/\/sat-govtech.pl\/wp-content\/uploads\/2025\/09\/screen-5-5.png 430w\" sizes=\"auto, (max-width: 263px) 100vw, 263px\" \/><\/p>\n<p style=\"text-align: center;\"><span class=\"TextRun SCXW95136037 BCX0\" lang=\"PL-PL\" xml:lang=\"PL-PL\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW95136037 BCX0\">Changing the language in WORD<\/span><\/span><span class=\"EOP SCXW95136037 BCX0\" data-ccp-props=\"{\"335551550\":2,\"335551620\":2}\"> <\/span><\/p>\n<p>&nbsp;<\/p>\n<h3 aria-level=\"3\">Invalid links<\/h3>\n<p><span data-contrast=\"auto\">Links without context, such as &#8220;click here,&#8221; make navigation difficult. It&#8217;s better to describe the link&#8217;s purpose so the user knows what page they&#8217;re going to. A good example would be &#8220;Check the website&#8217;s digital accessibility report.&#8221;  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h3 aria-level=\"3\">Too complicated document layout<\/h3>\n<p><span data-contrast=\"auto\">A document layout that&#8217;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.  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h3 aria-level=\"3\">Missing metadata and document titles<\/h3>\n<p><span data-contrast=\"auto\">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. <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h2 aria-level=\"2\">What elements improve the accessibility of digital documents?<\/h2>\n<p><span data-contrast=\"auto\">Above all, it&#8217;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.  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">If we need to introduce more advanced concepts or technical terms into the text, it&#8217;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. <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">It&#8217;s also a good idea to use the active voice, as it&#8217;s more direct and easier to understand. Instead of &#8220;The task was completed by the employees,&#8221; it&#8217;s better to use &#8220;The employees completed the task.&#8221; <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h2 aria-level=\"2\">Benefits of ensuring document accessibility<\/h2>\n<p><span data-contrast=\"auto\">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.  <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">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. <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<h2 aria-level=\"2\">Digitally accessible document \u2013 \u200b\u200bhow to check if everything is in order?<\/h2>\n<p><span data-contrast=\"auto\">You can use features like the &#8220;Accessibility Checker&#8221; in Microsoft Word. This tool identifies basic accessibility issues with digital documents. <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span data-contrast=\"auto\">However, better results will be achieved by specialized<\/span> <a href=\"http:\/\/sat.test\/monitoring-wymogow-dostepnosci\/\" rel=\"noopener\"><span data-contrast=\"none\">monitoring of accessibility requirements.<\/span><\/a><span data-contrast=\"auto\"> 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.    <\/span><span data-ccp-props=\"{}\"> <\/span><\/p>\n<p><span class=\"TextRun SCXW198070804 BCX0\" lang=\"PL-PL\" data-contrast=\"auto\" xml:lang=\"PL-PL\"><span class=\"NormalTextRun SCXW198070804 BCX0\">B<\/span><span class=\"NormalTextRun SCXW198070804 BCX0\">Document 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&#8217;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.     <\/span><span class=\"NormalTextRun SCXW198070804 BCX0\">.<\/span><\/span><span class=\"EOP SCXW198070804 BCX0\" data-ccp-props=\"{}\"> <\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>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 [&hellip;]<\/p>\n","protected":false},"author":5,"featured_media":798,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-883","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-bez-kategorii"],"acf":[],"_links":{"self":[{"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/posts\/883","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/users\/5"}],"replies":[{"embeddable":true,"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/comments?post=883"}],"version-history":[{"count":0,"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/posts\/883\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/media\/798"}],"wp:attachment":[{"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/media?parent=883"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/categories?post=883"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sat-govtech.pl\/en\/wp-json\/wp\/v2\/tags?post=883"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}