Accessibility and Documents

You can’t build accessible content overnight… It’s about making progress one step at a time. One small moment of victory propelling you forward to the next. Accessibility is a journey, not a destination. 

Consider the following as you determine the best medium for your document. Touch base with your Accessibility Coordinator or Forms and Graphics Development (dor_forms_development@state.co.us) for more information on how best to present your content. 

• PDFs and documents (Google, Office, other) are only accessible if you make them accessible. They are not accessible by default.

• PDFs are intended for the printed page. They are not the ideal format for use on screens. 

• Do not use a PDF to present digital content that could be a web page.

• HTML is always the most accessible, mobile-friendly, easy-to-update, and user-friendly format. Follow the remediation decision tree to determine the best format for your document.

• Making a non-accessible PDF into an accessible PDF, a process known as remediation, is time-consuming and may be technically challenging and potentially costly if using a remediation service. 

WCAG - the authority on accessible web and print documents. CDOR must comply with the most recent release, AA standards.

• Perceivable: Information and user interface components must be presentable to users in ways they can perceive. People can identify content by way of sight, sound, and/or touch, regardless of device or operating system. (Example: Images have descriptive alternative text).

• Operable: User interface components and navigation must be operable. People can operate controls, buttons, and navigation by identifying it and then clicking, tapping, swiping, or using voice commands. (Example: Make all functionality available from a keyboard).

• Understandable: Information and the operation of the user interface must be understandable. People can understand the content through consistency in functionality, design structure, language, imagery, and alternative representations. (Make text content readable and understandable, using plain language and document styles).

• Robust: People should be able to choose their tech to interact with websites, online documents, multimedia, and other information. (This is mostly for web content).

FGD will defer to OIT guidance and rules on accessibility. Please visit OIT's Accessibility website for additional guidance.

Below is a list of items FGD will ensure accessibility on in your documents. Please review them so you're aware of some of the default updates or layout changes your document may encounter. Additionally, if you're here because you're looking for more information on creating accessible documents yourself, you can expect to take them into consideration on your layouts as well. Note, for specific guidance on any of these subjects, please reach out to FGD!

Color: 

• Contrast: Color must have a contrast of 4.5:1 ratio for text and 3:1 ratio for images. You can use a free OIT approved color contrast checker. Use WebAim Contrast Checker. 

• How to check for color contrast training video.

• Color Dependency: Text and graphics are meaningful when viewed without color.

Content:

• Left align text.

• Use styles, apply headings.

  • Headings are used to organize content and make it easy to navigate. Create Headings in a logical order.

• Use plain language.

• Limit use of Acronyms. Define Acronyms on the first use.

  • Only use All Caps for Acronyms – not to emphasize words or headings. 

• Avoid use of hyphenation.

• Only use underline for hyperlinks.

• Emphasize text with Bold.

• Do not use paragraph returns to create space between paragraphs. 

Font:

• Minimum font size for documents that will be printed is 12pt.

• Minimum font size for footnotes in documents that will be printed is 10pt.

• Use a Sans Serif font (Examples: Verdana, Tahoma, Arial, etc).

Line Spacing

• Line height (line spacing) to at least 1.5 times the font size;

• Spacing following paragraphs to at least 2 times the font size;

• Letter spacing (tracking) to at least 0.12 times the font size;

• Word spacing to at least 0.16 times the font size.

Graphics (Charts, Bar Graphs, Infographics, etc)

• Color is not used as the only visual means of conveying information, or distinguishing a visual element WCAG 2.1.4.1

• Use at least two of the following for accessible graphics:

  • Labels

  • Color

  • Shape

  • Line Style/Weight

  • Patterns

• The visual presentation of non-text elements have a contrast ratio of at least 3:1. This includes parts of graphics required to understand content. Use the OIT approved Color Contrast Checker.

Hyperlinks:

• Use descriptive text for embedded links. Don’t just say “Click here”.

• Try to keep a hyperlink on one line of text.

• If using a URL, make sure it is not on two lines of text.

Images:

• Always add Alt Text to images. OIT has provided several tips on drafting Alt Text. Click this link to access the toolkit. 

• Only use images with relevance.

Metadata:

• Document must have a title and language specified.

Tables (including Excel or Google Sheets Spreadsheets):

• Avoid using tables for layout of information in word processing applications (Word or Google). Only use for tabular data.

• In word processing applications (Word and Google) avoid using tables. Display data in list format.

• Avoid blank cells. Use "No Value", "No Data", "Not Applicable". Read more at this link.

• When possible, remove blank rows, columns and sheets.

• Provide a descriptive name for the file name as well as any sheets on the document. Example: "Data Audit Numbers for 2024" instead of "Sheet 1". 

Videos:

• Must have accurate captions. These can be captured using automation but must be manually checked and cleaned up for accuracy.