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Many digital formats can be designed in a way that enhances accessibility and the user experience of disabled people.
Including the needs of disabled people at each stage of the process is also a demonstration by government departments that disabled people are important to their core aims.
To create inclusive formats three areas need to be considered:
In turn these areas need to be considered by people who commission technology and those who will be designing it.
It is important to involve disabled people effectively in the development of digital formats.
Accessible architecture means designing the structure of any technology so it is easy to use by anyone - taking care to ensure that it meets the needs of disabled people.
Architecture is a term applied both to the technical process and how this interacts with other parts of the process. Disabled people's needs should be considered right from the start of a project and factored into the process.
For example, if a government department decided to make documents available online through a download system, the architecture should be designed in a way that assumes that visually impaired people will also want access to these documents.
This means that the website should be designed in an inclusive way and consideration should also be given to how the documents themselves can be created in a way that enhances accessibility.
For example, if the documents are made available as pdf documents, consideration is needed of how this impacts on disabled people who can't access this file format. Is there an alternative route through which they can access the form, for example as an HTML page?
The download system must also be able to process requests for alternative formats. This needs not only a design element but also a back office function for processing such requests and the returned forms. This is particularly important where people are being asked to undertake an automated transaction, such as paying a bill, registering for a service or asking for further information.
Disabled people use a range of additional digital technologies to help them use email, surf the internet and use digital software. The main types are:
These are software applications that read a web page one line at a time, horizontally across the screen. The text is spoken using a speech synthesiser.
Screen reader software can read out loud much of what is seen on a computer screen. Users hear text at the cursor position spoken aloud and also hear information about dialogue boxes, menus, icons and cursors.
This software lets people who aren't able to see the display screen or mouse pointer use a computer. Screen reader products include JAWS and WindowEyes. They work with applications such as Microsoft Word, Outlook and Excel.
Screen reader users navigate the screen using the keyboard only. Users move between lines of text, windows, menu items and controls mainly with the arrow and tab keys.
Screen reader programmes like JAWS cannot speak more than one item at a time, so the lists of options and controls have to be stepped through one keystroke at a time. Using a computer by speech is a slower process than for people who can see the whole screen at once. Keeping information clear and to the point is crucial.
It's very important to use the right kind of formatting when producing documents. Screen reader programmes often cannot convert all the text on the screen into speech because of the type of formatting.
There are a number of points to bear in mind when preparing information for use with screen readers:
Braille displays produce a Braille version of the display screen. They are slim panels that fit neatly on a desk.
They produce a live Braille version of what is on the screen using a matrix of small mechanical pins, which the user touches in the same way as reading Braille from a page. The difference is that these pins move, so the Braille changes instantly as new text appears on the screen.
The only major difference is that Braille displays don't show the full screen at once. They show a single line of Braille, which corresponds to the line of text showing at the cursor position or highlight bar.
Magnifiers or enlargers work by increasing the screen display, making text and graphics larger on screen. People with visual impairments who can read large print can use this type of access technology on their computer.
Typical screen magnification products are Zoomtext and SuperNova. They work with all the main software applications like Microsoft Word, Outlook and Excel.
Screen magnification users slide their enlarged view around using the mouse, rather like looking through a magnifying lens and sliding a page of A4 underneath it. Because they can see less of the screen at one time, navigation can be a problem.
Keeping web information short and to the point makes it far easier for someone who uses screen magnification to navigate.
These applications allow a user to give commands and enter data by talking to their computer - so the input device is a microphone rather than a keyboard. Such software contains a vocabulary and a user needs to train the software to recognise their particular voice.
Users with manual dexterity problems are more likely to struggle using the standard keyboard or mouse and may find it easier using ergonomic or specialised devices. Specialised keyboard and mouse designs are often referred to as assistive technology.
Common technologies employed by people with dexterity problems are alternative keyboards, on-screen keyboard emulators, mice, switches and pointing devices.
This falls into two categories:
This is an emerging technology using virtual humans, that is, computer animations that allow the creation and delivery of sign language content on a website. Avatars can also be used as virtual personalities to which a user may relate in a more natural way, for example a lip speaking avatar.
Creating technology that is accessible is only one part of the responsibility of people producing digital communications. You must also ensure that the content of the formats promotes equality.
Where technology is being used to promote a service to an individual then there should be representation of disabled people within the narrative or graphics.
The assumption from the outset should be that disabled people are included by all areas of content. For example, a website that is created to encourage people into the social care profession should include content that assumes that disabled people will give as well as receive care.
For practical tips, visit the top tips section of this guidance.
For other information resources, go to the resources section of this guidance.
Page last reviewed: 11 August 2008