Every organization that deals with the public – whether in the public, private, or not-for-profit sectors – releases communications that reach the public. Examples include press releases, proposals, product documents, and plans.
While these are commonly distributed online on web pages, they are also reproduced in documents, including print matter and PDF documents (which can be printed or read digitally). As with any digital communication, you need to ensure accessibility for these documents.
This article discusses high-level points on how to successfully implement accessible alternate format documents into your business.
Types of Alternate (alt) Formats
As businesses range greatly in size, type, reach, and legal obligations, we can only cover the high-level points of how to strategize for alternate format documents. Let’s begin by covering the types of alternate formats that currently exist:
- Braille: Raised dots on thicker card stock in cells of up to six dots. This can be digital, but the classic printed braille requires special printing.
- Large Print: Printed matter with a much larger font size (“typeface”) than normal.
- Accessible PDF: A PDF that has been created or remediated specifically to ensure the content can be accessed by people with disabilities. Can be printed or made available digitally.
- Audio: Content that has been rendered into a spoken, audible recording. This can be accomplished with either a human or synthetic voice.
- E-text: While variable, this is generally text content without formatting, supplemental images, tables, or other such structures.
This list shows that some of these formats are more readily achievable: it is generally easier to increase the font size in a document and format it for Large Print than to add the specialty Braille printing machines.
Obviously,some of these formats are beyond the realistic expectations of some organizations and will require outsourcing if needed. In addition, there is no “one size fits all” format solution: people with visual disabilities will not automatically have their needs met with Braille documents, as reading Braille is a skill in itself.
There is no legal obligation to provide all these formats: in the United States, regulations for the Americans with Disabilities Act (ADA) discuss “auxiliary aids and services”, a broad category that includes communications methods. Private sector entities (covered under ADA Title III) are encouraged to discuss with persons with disabilities about which aid or service is appropriate. In addition, the law recognizes that all organizations have limitations in terms of the nature of the aid or service versus the cost and resources available.
Taking the above into account, you can generate a plan to implement alternative formats. Here are the general steps.
Leadership
All new plans require leaders. At least one person must visualize the change and the end goal. Every plan needs a champion to articulate the vision, define and delegate tasks, and secure the necessary resources. Leaders communicate in terms of values: the moral and ethical priorities that drive projects forward. If a leader is not apparent, then you need to become one.
Assessment
Determine the goals, tasks, resources, and realities. A significant first step is reviewing any existing accessibility policy, as it provides guidelines and standards for accessibility. If there is no policy, this is a good opportunity to prioritize drafting one.
Consider factors such as the size of your business, the types of communications products you produce, the number of staff and available resources, and the frequency and types of requests for alternate formats. This will help establish realistic goals, including which alternative formats can be created in-house and which may need to be outsourced. Identifying necessary tasks is also part of this step.
Planning
Now you can plan to provide alternative formats. You’ll know which formats can be provided in-house and which need to be outsourced. You’ll also be aware of the training your staff may require for the new formats.
This step involves defining the necessary tasks:
- Writing or updating policies
- Obtaining necessary tools (e.g., software applications)
- Providing required training
- Researching outsourcing providers
- Setting dates and timelines for deliverables
- Delegating responsibilities for completing these deliverables
These are the general parts of the plan, which can be more or less formal, depending on business realities.
Management
Once the plan is defined, the tasks and responsibilities need to be executed, which requires effective management. Staff need clear obligations and reasonable timelines and resources to complete them. Management must monitor individual responsibilities and ensure they are being fulfilled. This includes following up on communications and quotes from outsourcing vendors regarding required alternative formats.
Determine if alternative formats will be needed regularly, occasionally, or individually. Management should assess all incoming information against the plan and update it as necessary to track progress and completion.
The above elements are necessarily general, as a comprehensive approach for all businesses is impossible. However, we encourage you to reach out to Allyant for answers and solutions regarding alternative document formats.
Allyant has extensive experience creating and providing all alternative formats. We regularly assess, template, create, and deliver documents for a variety of small, medium, and enterprise-level businesses. Our customers include credit card companies, utilities, banks, and other financial institutions; houseware and furnishings businesses that produce flyers, catalogs, and product manuals; and even restaurants that benefit from having alternative format menus.
If you represent a business that needs to consider how to provide alternative formats, reach out to Allyant for a consultation.
