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How to make content accessible

A practical guide to making your content accessible.

Checklist for best practice

  • Web pages over documents. All content on websites should be presented as web pages
  • Don’t use PDFs unless it’s specifically for printing (like posters)
  • Provide a transcript and closed captions for audio or visual content.
  • Your images must have alternative text (alt-text) if it conveys information or meaning
  • Ensure there is a colour contrast between text and background
  • Write to the latest WCAG AA accessibility standards.

Explaining accessibility

Content can be difficult for users with disabilities and impairments to navigate and process. Accessibility ensures people with disabilities have the same access to information and services as others in the community.

There are over 1 million people living with a disability in Victoria: that’s around 20% of the population.

People can have a disability from birth, disease, illness or accident. Disabilities can also be temporary.

You should consider the communication needs of people:

  • recovering from accidents or illness
  • with chronic health issues
  • who are ageing
  • with English as a second language
  • who can’t use, or struggle, with digital services
  • on different devices
  • who have low literacy.

Many of us will develop impairments as we age, which may be one or more of the following:

  • auditory: hard of hearing, deafness
  • cognitive and neurological: learning disabilities, distractibility, difficulties remembering, focusing on large amounts of information
  • physical: difficulties using a mouse or keyboard, limited fine motor control, slower response time
  • speech: difficulty producing speech for the purposes of speech recognition services or people
  • visual: degrees of impairment in one or both eyes, colour blindness, sensitivity to bright colours

Relevant legislation

In addition to being a human right for people with disabilities to be able to access information, services and opportunities offered through government programs, it is also a legal obligation.

Making content accessible

All Victorian Public Service staff and Special bodies are responsible for making their content accessible.

Making content accessible means all Victorians – no matter their ability – have equal access to Victorian Government information.

To do this well, you need to be aware of the diverse range of needs in the community and how to plan and create your content with accessibility in mind.

For guidance on creating accessible print documents, hosting accessible events and communicating in person with various disability groups, read the Victorian Government accessible communications policy

Victorian Government mandatory standards

These standards apply to all internal and external communication and information sharing activities.

Read the Victorian government accessible communication policy for more information on standards for accessible content.

Practical tips to meet accessibility basics

For you or your team, we strongly recommend:

  • working to understand what accessible content is
  • learn how to create it
  • learn how to self-assess your own work for AA compliance.

To get you started, below are the basics for improving accessibility.

Victorian public servants can find further resources and training in the Innovation Network, including joining our Plain Language Community of Practice.

Complying with internal ICT policy and procedures

Your agency should already be embedding web accessibility into your IT and communication policies and practices. This covers:

  • IT infrastructure
  • online publishing procedures
  • training and education
  • procurement
  • ongoing web accessibility action plans
  • executive reporting
  • all internal documents

Your agency is encouraged to develop, maintain, and provide:

  • adequate resources to effectively deliver web accessibility
  • publishing procedures that incorporate web accessibility quality control and risk management
  • IT policy detailing scheduled web accessibility audits
  • ongoing action plans, managing possible instances of inaccessibility
  • education and awareness programs, providing staff with the necessary skills to deliver accessibility
  • regular reporting to your executive.

Include agency intranets, third-party (external) sites and social media in your ICT policies.

Updating your procurement processes

Agencies should update their ICT procurement processes, especially those relating to websites and web-based service delivery, to include specific web accessibility criteria. Updating your procurement processes will help your agency achieve value for money by reducing the need for re-work or customisation to meet the mandatory accessibility standards. The federal Department of Finance website has more advice and information.

Accessibility organisations and resources

Here are some contact details for organisations that can provide services and information to assist you to provide accessible communications.

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