However, accessing this wealth of information can be challenging for people with visual impairments without specialized tools.

Fortunately, alternative formats provide a variety of accessible solutions, helping those who are blind or visually impaired access the same content as sighted individuals. These formats include braille, large print, accessible PDFs, and audio, all designed to provide equal access to essential content.

Beyond mere legal obligations, offering alternative formats reflects a commitment to human dignity, autonomy, and independence.

What Are Alternative Formats?

“Alternative formats” refers to any document or media adapted to accommodate people with disabilities, particularly visual impairments. These formats aim to ensure that everyone can access the same information meaningfully—regardless of their ability to see. Key alternative formats include:

• Braille: A tactile writing system used by people who are blind.
• Large Print: Documents with text size enlarged to accommodate those with low vision.
• Accessible PDFs: Digital documents formatted to be compatible with screen readers and other assistive technology.
• Audio: Content provided in spoken word, often through human narration or text-to-speech technology.

Each of these formats serves a unique purpose, addressing the diverse needs of people with visual impairments.

Read more: Alternative formats: A beginner’s guide

Braille: The Foundation of Accessible Literacy

Braille is arguably the most recognized alternative format for the visually impaired.

Developed in the early 19th century by Louis Braille, this system employs a series of raised dots organized in a grid to represent letters, numbers, punctuation, and even complex symbols like mathematical notations and musical notes.

Braille is more than just a reading system; it is an essential tool for literacy among the blind.

For many, learning to read Braille opens the door to greater independence. It allows individuals to read books, take notes, and engage with printed materials tactilely. Braille is often used in educational settings, enabling students to learn and engage with the same curriculum as their sighted peers.

However, braille can also be found in various everyday contexts, from public signs in elevators to medication labels.

While technology has introduced many new forms of accessibility, braille remains a cornerstone for people with total or near-total vision loss. It supports reading comprehension and the development of spelling, punctuation, and other essential literacy skills critical for education and career success.

Large Print: Supporting Individuals with Low Vision

Large print is an effective solution for individuals who have some vision but struggle to read standard-sized text. This format enlarges the font size of written materials, making it easier for those with low vision to read.

Large print is commonly used in educational and recreational materials, from textbooks to novels and even financial and medical documents.

The standard size for large print typically ranges from 16 to 18 points, although the exact size may vary based on individual needs.

Besides enlarging the text, large print materials often include increased spacing between lines and improved contrast between the text and background, which further enhances readability.

For individuals who experience progressive vision loss, large print can help bridge the gap before they require more advanced assistive technologies.

It maintains a semblance of familiarity with traditional reading methods, allowing individuals to stay engaged with their preferred reading materials and live independently.

Accessible PDFs: Making Digital Content Inclusive

The digital age has brought about new challenges and opportunities for accessibility. As more content moves online, it is critical to ensure that people with visual impairments can access digital documents. This is where accessible PDFs come in.

An accessible PDF is a digital document structured to be read and navigated by screen readers or other assistive technologies.

Features of accessible PDFs include proper text tagging, alternative text for images, and structured headings to facilitate easy navigation.

Without these features, a person using a screen reader may find a document impossible to interpret, as the screen reader can only process text and structure that has been correctly formatted.

Accessible PDFs are essential in many sectors, including education, finance, and healthcare. For example, someone receiving a medical diagnosis or financial report in an inaccessible format would struggle to manage their health or finances independently.

In contrast, providing this information in an accessible PDF ensures equal access, allowing the person to make informed decisions in real time.

Audio: Offering an Auditory Reading Experience

For many people with visual impairments, audio formats are a convenient and effective way to access information. Audio formats can be delivered through human narration, such as audiobooks or text-to-speech technology that converts written words into spoken language.

One advantage of audio formats is their accessibility across multiple devices, from smartphones and tablets to computers.

This flexibility allows individuals with visual impairments to listen to their favorite books, access instructional content, or keep up with the latest news without requiring specialized hardware.

In the educational sphere, audio materials are a powerful tool. Students who are blind or visually impaired can listen to textbooks, lectures, and articles, absorbing information at the same pace as their sighted peers.

Similarly, audio formats provide access to a wide range of content for personal enjoyment or professional development, from novels and self-help books to news articles and research reports.

The Legal Obligation to Provide Accessible Formats

In many countries, providing alternative formats is not just a moral imperative but also a legal requirement. Laws such as the Americans with Disabilities Act (ADA) in the United States, the Accessible Canada Act (ACA) in Canada, the Equality Act in the UK, and the European Accessibility Act mandate that information be available in formats accessible to people with disabilities.

These laws require public and private organizations to ensure their communications are inclusive and accessible, thereby helping to eliminate barriers for individuals with disabilities.

Organizations in sectors like education, healthcare, finance, and government are often legally required to ensure their communications are accessible.

This means offering materials in braille, large print, accessible PDFs, or audio formats to ensure that people with visual impairments can access vital information without discrimination.

Failure to provide alternative formats can result in significant legal repercussions, including lawsuits, fines, and reputational damage. But beyond the legal risks, businesses and organizations have an ethical responsibility to make

their content accessible. Providing alternative formats ensures that people with visual impairments can engage with the world around them on an equal footing, reinforcing the values of inclusivity and equality.

Upholding Dignity, Autonomy, & Independence

Beyond legal requirements, providing alternative formats upholds universal human values. Access to information empowers people with visual impairments to live with dignity, make autonomous decisions, and maintain independence.

For example, someone who receives bank statements in braille can manage their finances without relying on others. Similarly, a student who reads large-print textbooks can participate fully in class discussions.

In a healthcare context, accessible PDFs allow patients to review their medical records and make informed decisions about their treatment.

Ultimately, the availability of alternative formats removes barriers to equal access, fostering a society where everyone, regardless of ability, has the opportunity to thrive.

The Path Forward

Alternative formats, such as braille, large print, accessible PDFs, and audio, are vital in enabling people with visual impairments to access the same information as their sighted peers.

These formats meet legal obligations and reflect the broader commitment to inclusivity, equality, and respect for human dignity. Providing these formats can create a more accessible and equitable world for everyone.

The post How Alternative Formats Help People with Visual Impairments Access Information first appeared on Allyant.

This includes individuals utilizing assistive technologies like screen readers, those with mobility impairments, and people with low vision or color blindness.

Creating accessible hyperlinks involves more than merely making them clickable. Their design, labeling, and structure can either enhance the user experience or create barriers.

Clear link text, appropriate formatting, and visual distinction are essential elements that ensure digital content is inclusive and compliant with accessibility standards, such as WCAG 2.2 and Section 508.

Clear, Descriptive, & Concise Link Text

The most fundamental principle of accessible hyperlinks is ensuring that link text conveys purpose and destination.

Generic phrases like “Click here” or “Read more” provide little context for users navigating with screen readers since they often browse links separately from the surrounding text. Instead, link text should be specific and meaningful on its own.

For example, rather than linking the phrase “Learn more,” a better approach would be to say “Learn more about accessible document design.”

At the same time, link text should remain concise—long, overly descriptive links can become cumbersome, especially when read aloud by assistive technologies.

Another important consideration is avoiding redundant links. If multiple links direct users to the exact location, it introduces unnecessary repetition.

Instead of having separate links for an icon and text directing to the same page, both elements can be wrapped within the same hyperlink container to streamline navigation. This makes it easier for users with disabilities to navigate the document.

Image Links & Alternative Text

Not all links are text-based. Images, icons, and buttons often serve as links; when they do, they need proper alternative text to convey their purpose.

Unlike decorative images that screen readers can safely ignore, linked images are interactive controls: they must have meaningful alt text that describes the action or destination.

For example, if an image functions as a download button for a whitepaper, the alt text should reflect that purpose: “Download the PDF version of our accessibility guide.” A vague description such as “Company logo” or “Blue button” would be unhelpful.

When an image and text form a single link, wrapping them in the same <a> tag prevents screen readers from announcing them separately.

Link Styling, Contrast, & Focus Indicators

A hyperlink should be easy to identify, even for users with visual impairments. While the underlined blue text has traditionally been the standard, not all designs follow this convention.

Links must stand out from surrounding content through color, underlines, or other distinguishing features.

Simply relying on color is not enough. Users with color blindness or low vision may struggle to differentiate links that only change color. Color is still an important cue, as it can capture visual attention.

However, to meet accessibility requirements, the linked text should have a color contrast ratio (a mathematical comparison of the foreground text color against the background color) of at least 3:1 against the surrounding text.

A good practice is to modify the underline style, introduce a background color change, or use a distinct outline when a link is hovered over or tabbed.

Additionally, link hover and focus states should provide clear feedback. Focus indicators are significant for keyboard users who navigate websites without a mouse.

If a link lacks a visible focus state, it becomes difficult to determine which element is currently active. Some websites attempt to remove focus outlines for aesthetic reasons, but this creates significant accessibility barriers.

Spacing between links also plays a role in usability. When links are packed too closely together, individuals with motor impairments may struggle to select the correct one.

Adding sufficient negative space around links improves accurate activation and readability, making interactions more user-friendly.

Logical Link Destinations & Navigation Efficiency

Users expect links to lead them to relevant, clearly defined destinations. A hyperlink should never be misleading or take users somewhere unexpected. Broken links, redirected pages, or vague destinations can create confusion and frustration.

Structured links efficiently improve navigation in long documents or complex web pages. Grouping related links and using anchor links to allow users to jump to key sections can enhance usability.

At the same time, overly fragmented linking—where every other sentence contains a hyperlink—should be avoided, as it disrupts readability.

Another aspect of hyperlink accessibility is handling adjacent links leading to the same destination. If two links appear side by side and serve the same purpose, consolidating them prevents redundancy.

Ensuring Ongoing Compliance & Support

Building accessible hyperlinks is not a one-time effort—it requires ongoing auditing, training, and software support.

Organizations looking to improve accessibility in digital documents and websites often rely on a combination of expert guidance, automated tools, and continuous monitoring.

Website and digital property auditing help identify accessibility issues across online platforms. At the same time, tools like CommonLook Office and CommonLook Online provide automated checks to ensure PDFs and Office documents comply with accessibility standards.

Training programs empower content creators and developers to implement accessibility best practices from the ground up.

For teams that need additional support, direct access to trained accessibility professionals can be invaluable for answering questions, consulting on client calls, or troubleshooting issues in real time.

Beyond human expertise, a comprehensive knowledge base can be an ongoing resource for teams working on accessible design, providing documentation, best practices, and product-specific guidance.

Scalable service offerings allow organizations to choose the level of support that best fits their needs, from self-service PDF remediation tools to fully managed accessibility solutions.

Creating a More Inclusive Digital Experience

Hyperlinks are a fundamental element of digital content, yet they often go overlooked regarding accessibility.

By ensuring link text is clear, descriptive, and non-redundant, providing alternative text for linked images, maintaining sufficient contrast and focus indicators, and structuring links logically, organizations can create a more inclusive digital experience for all users.

For organizations unsure of where to start, expert consultation can help. Accessibility specialists can provide the tools and guidance to create accessible, compliant digital content through auditing, training, or software solutions.

If your organization needs support ensuring hyperlinks meet accessibility standards, contact Allyant to learn more about how our accessibility solutions can help.

The post Best Practices to Ensure Hyperlink Accessibility: Ensuring Inclusive & Usable Links in Digital Media first appeared on Allyant.

More specifically, are the Web Content Accessibility Guidelines (WCAG) meaningful for print documents?

After all, the term “web content” seems to exclude other formats from the get-go. However, web and print documents are not mutually exclusive entities: they’re more like two sides of the same coin.

Importance of consistency between web and print formats

Online content, such as explanatory text, account information, and forms, is typically printable for various purposes. It also features similar structures, including headings, lists, tables, and images.

For instance, a contract between a bank and a customer may be drafted online, printed to obtain a signature, and then stored as part of the contract record.

From an accessibility standpoint, it is very important that there be consistency between web and print formats. A user may download a document and apply custom styling to meet personal needs, such as low vision or color vision disabilities; they can also print it for their own use and retention.

In the case of the bank contract mentioned above, it would be very important to ensure consistency between the digital and analog versions of the contract.

It is important for both the digital and print versions of a document to follow similar guidelines.

While WCAG is intended for web content, it has been adapted into guidance for other formats. For instance, the World Wide Web Consortium (W3C), the ultimate publisher of WCAG, has authored numerous subsidiary documents, one of the most noteworthy being “Guidance on Applying WCAG 2.0 to Non-Web Information and Communications Technologies.”

This publication is commonly referenced for adjacent or downloadable content from a website, often in PDF format. PDFs serve as a prime example: They are classified as “non-web” content because they were originally intended to be downloaded or distributed, allowing users to access all formatting and font information without requiring an internet connection. However, since PDF documents can also be printed while preserving the same layout, font, and formatting, the same guidance applies to printed materials.

Having laid out the case, let’s look at how WCAG applies to print. What parts of it offer relevant guidance? Let’s examine three specific examples of WCAG success criteria that impact users.

1.1.1 Non-text Content (Level A)

This first WCAG success criterion states, in part, “All non-text content that is presented to the user has a text alternative that serves the equivalent purpose, except for the situations listed below.”

The term “non-text content” applies to a variety of content, including images, icons, logos, charts, and workflow illustrations. This is admittedly a very broad category. Web pages that include these elements often provide alternative text (i.e., “alt text”) that conveys meaning to users with visual disabilities (i.e., through screen readers).

The same non-text content requires special consideration in a print context.For example, workflow illustrations are often large and contain a variety of graphic elements (e.g., arrows, Venn diagrams, etc.) that may be difficult for users with low vision, restricted visual fields, or cognitive disabilities to understand.

These illustrations can benefit from a figure caption that offers a text explanation,providing a more straightforward description.

1.4.12 Text Spacing (Level AA)

This success criterion guides text style properties. It uses the font selected as its baseline and specifies measurements of:

• Line height (line spacing) is at least 1.5 times the font size.
• Spacing the following paragraphs at least two times the font size.
• Letter spacing (tracking) at least 0.12 times the font size.
• Word spacing is at least 0.16 times the font size.

Text spacing is important because it allows users to control the font to make content as readable as they need. This can benefit readers with low vision who require increased space between lines, words, and letters to read text. It also assists readers with dyslexia or other cognitive disabilities by allowing them to increase the space between lines, words, and letters, which helps them better distinguish between blocks of text.

1.4.3 Contrast (Minimum) (Level AA)

This is the first and most important “color contrast” WCAG guideline. It mandates that“the visual presentation of text and images of text has a contrast ratio of at least 4.5:1; large-scale text and images of large-scale text have a contrast ratio of at least 3:1.”All content, whether digital or print, should maintain sufficient foreground-to-background color contrast.

This enhances the readability of content for users with low vision or color vision deficiencies.

The measurement of this contrast is a mathematical ratio, sometimes called the “luminosity” (or brightness) ratio between the background and foreground. Text or images of text are considered “regular” size if they are less than 14-point bold or 18-point regular-weight and must meet the minimum standard of a 4.5:1 contrast ratio.

Text (or images thereof) that are 14-point bold or 18-point regular or larger are classified as “large-scale” and have a more lenient benchmark of 3:1 for contrast ratio. This can be easily measured and applied to both digital and printed content and assessed by software tools that compare the mathematical values of foreground and background colors.

Allyant has a long track record as a “one-stop shop” for accessible communications, particularly focusing on print documents. Our team comprises expert professionals and production facilities committed to defining, remediating, creating, and producing alternative format documents. We consistently assess, template, create, and deliver print documents for a variety of small, medium, and enterprise organizations.

Our clients include school boards, universities, and various educational institutions; utility companies, banks, and other financial institutions that require secure handling of personal account statements; different levels of government; and even restaurants that benefit from having printed menus.

If you represent an organization that needs or is invested in providing both digital and print documents requiring accessibility compliance, contact Allyant for a consultation regarding our product and service offerings.

The post Does WCAG Apply to Print? first appeared on Allyant.

The civil rights legislation with the most reach and enforcement is perhaps the Americans with Disabilities Act (ADA), operating at the federal level.

If your organization suddenly receives a request for accessible statements that meet ADA requirements—and perhaps tellingly, if you must deal with this yourself as a new request—you probably need some guidance.

In this article, we will summarize how you plan to meet ADA legal obligations to provide accessible statements that contain user (i.e., customer, client, taxpayer) protected information.

First, let’s look at the legal obligations very generally.

Your Organization’s Legal Obligations

The Americans with Disabilities Act contains several large sections called “Titles.” Title II deals with public entities, including public transportation; it prohibits disability discrimination by all public entities at the municipal and state levels.

Title III concerns private sector organizations and “public accommodations”: for those parts of private entities that the public can access, Title III mandates full and equal enjoyment of the goods, services, facilities, or accommodations.

Title II and III require that public and private (respectively) entities furnish or respect necessary “auxiliary aids and services.”

These can include allowing persons with disabilities to bring in service animals or persons to provide communication assistance and providing alternative format documents such as “audio recordings; Braille materials (and) large print materials.” 

Accessible Statements

For organizations that provide statements to individuals, these statements must consider the requirements of the ADA Title II and Title III. In this context, “statements” include bank account statements, utility bills, credit card statements, and private medical information documents. All of these contain one or more pieces of personal and sensitive information.

This confidential information and its handling and communication are subject to one or more standards governing storage, access, use, and transmission (including by post). We touched above on the kinds of accessible alternative formats that the ADA covers.

Types of Alternate Formats That an Individual May Prefer and Request May Include:

• 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 defined specifically to ensure people with disabilities can access the content. It 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.

There is no legal obligation to provide all these formats; obviously, some are beyond the realistic expectations of some organizations and will require outsourcing if needed.

Things to Keep in Mind When Providing Accessible Statements Upon Request

It is easier to increase font size in a document and format for Large Print, whereas braille statements will require special card stock and dedicated, specialty printing facilities and expertise.

ADA Title III encourages private sector entities to consult with individuals with disabilities to determine the most appropriate aids or services for their needs.

Braille documents will not automatically meet the needs of people with visual disabilities, as reading Braille is a skill in itself. In addition, the law recognizes that all organizations have limitations in providing aids or services versus the cost and resources available.

An important side note is that when your customers request alternative formats, make their choice part of their regular, expected service.

Store this preference and deliver the same format until the customer requests a change. Do not force them to request their preferred format repeatedly; ensure this information is on file, securely, for any service representatives to see. This is an important aspect of good customer service.

Evaluate factors such as your business size, the types of statements you send to customers and the public, the resources you will have available (including physical production and software capabilities), and the frequency of requests for alternative formats.

Now, you can evaluate what statements you can produce in-house versus those you need to outsource.

When or if you decide to outsource statement production, you must carefully research what vendors can provide. This includes considering not only statement type but reliability, track record, and security of your customer information.

Thankfully, Allyant is an industry leader in all these categories.

How Allyant Can Help

Allyant has decades of experience in large-volume statement production, including braille, accessible PDF, and Large Print. Our approach is specific to each customer. Allyant has incorporated AI-driven automation to make production leaner and more efficient.

When working with a new customer, we collect a relevant sample of their regular statements to assess the types of data and how it’s organized.

We consider data presentation structure and contents, such as headings, logos and images, tables, lists, formulas, and any attached marketing material.Then, our software can define templates around our customer data and produce it in multiple alternative formats. We comprehensively test the output to ensure it is congruent with the original samples.

We prioritize privacy and security, including:

• HIPAA certification
• SSAE 18 SOC2 Type 2 certification
• Payment Card Industry Data Security Standard (PCI-DSS) certification

We regularly complete security audits in concert with our industry partners, ensuring we provide secure handling and production, including backup and disaster recovery planning.

Statement production includes a complex meshing of different elements, including customer service, design, production, delivery, security, and handling.

At Allyant, we have extensive experience securely creating and providing statements in all alternative formats. We maintain solid relationships with our customers and regularly assess and re-assess our statement templates and production to meet our service level agreements with them.

Our customers include banks, credit card companies, utilities, and other financial institutions, as well as municipal, state, provincial, and federal governments. If your organization needs to consider statement production, please contact Allyant for a consultation.

The post If My Organization Gets Contacted for an ADA-accessible Statement, Where Should We Begin? first appeared on Allyant.

Content, whether in print or digital form, is more than just paragraph text: content creators employ images, tables, graphs, maps, and other representations to supplement text.

They can be decorative or informative and appear in technical, educational, and literary documents.

However, as with text content, all such non-text content must be accessible to users with disabilities. Users with visual, mobility, or cognitive disabilities need to be able to identify, navigate, and benefit from this content, just as with text.

Let’s consider some measures that can be applied to non-text content.

(Note that we will not discuss video content in this article. That is a separate topic that we will address in a separate blog post.)

Images

Photos, artwork, diagrams, illustrations, pictures of bar graphs, and chart graphs are all examples of images that may need to have alternative representation for people with disabilities.

While it may seem that this content would be detrimental to people with visual disabilities, images are an excellent way to communicate a variety of information, and this information can usually be represented in alternative text for users with visual disabilities.

HTML and PDF documents utilize images with embedded alternative text, abbreviated “alt text,” that encapsulates the meaning of these images.

There are limits to alt text: it should not be particularly long (hence “encapsulate the meaning”), as screen readers have difficulties parsing it and may bypass part of it.

Therefore, complex images (for example, of a bar chart or an anatomical diagram) may require some additional representative text.

This could be screen reader-only text that is invisible to sighted users or visibly represented.

Text within images—whether labeling in a diagram or prominent banner text—should be readily perceivable by users with low vision or color vision disabilities. This includes a few considerations.

The graphic text needs to have sufficient color contrast against the background.

The mathematical contrast ratios for different kinds of text and against different backgrounds are detailed in the Web Content Accessibility Guidelines (WCAG).

In addition, text within images needs to be scalable, such that when magnified, it will maintain as much detail and clarity as possible.

Another consideration is where the image is strictly decorative. Examples include visual flourishes and decorative artwork.

Due to the difficulty in defining accurate representative alternative text, you may decide that the less confusing course of action is to hide these images from being read by screen readers.

In HTML, this is done by providing an empty “alt” attribute; in PDF documents, this is done by “artifacting” the content.

Deciding to do so is often a subjective decision as to which image is decorative rather than informative.

Tables

Tables are grid-like representations of information, where the information can be represented in categories.

These categories take the form of “headers,” which can be either present as one or more rows of column headers or as columns of headers at the start of each row.

An example of a common data table is a calendar: the days of the week are typically in a row at the top of each month, with each day, its number within the month, and any event details present below.

In digital documents such as HTML or PDF, there are ways to present either visible or invisible information about the table and its data.

For example, adding captions to summarize the table contents and mark up the row and column header cells is possible. This helps screen reader users identify the extent of the table and how information within it is categorized.

This helps represent the relationships about the information that is otherwise available visually, such as the scope or range data that any header applies to.

Another important consideration for digital documents is ensuring their width is controlled proportionally to the document.

This matters for users with low vision or cognitive disabilities, as it minimizes the amount of horizontal scrolling required, which can lead to difficulty navigating or orienting within the document.

For print documents that cannot rely on the same invisible information, it is important to provide clear, high-contrast table elements so that users with low vision or color vision deficits can readily interpret the content.

This includes visually distinguishing all headers, providing readily discernable cell borders, and visible table captions where appropriate.

Ensure the table does not rely solely on color to communicate information (such as status).

Maps

Maps can present significant challenges to people with disabilities, as they include multiple visual information types.

These can include community names, political boundaries, geographic features, and topographic information, to name a few.

These types are represented in maps by text (horizontally, vertically, or along diagonals), color, and illustrative elements, including lines and curves.

Rendering maps that are fully accessible can be very difficult. Making alternative versions of maps can include steps such as:

• Providing long text descriptions of the purpose of the map and important features,
• Using high-contrast colors.
• Avoid using color shading to differentiate significant sections of the map—instead, use high-contrast visual borders where possible.

If the map is part of an online application, ensure that:

• Map images have a brief but accurate alternative text description.
• The map and any controls are keyboard-accessible,
• Actual text, rather than graphic text, is used to label the map (if possible).

Whenever possible, make a larger version of the map available in both digital and print documents. This could be via a link to a larger version or on request by the user.

We have touched on some, but not all possible, instances of non-text content. Thankfully, this is not the extent of our familiarity with this topic.

Allyant has a well-deserved reputation as a “one-stop-shop” for accessible communications. As such, we have extensive experience in defining, remediating, and consulting on non-text content.

This includes instances within print documents and digital applications, with clients ranging from governments to educational institutions to banking.

We understand the importance of non-text content, how it can supplement surrounding text, and how to best address the accessibility needs of the public or customer base.

If you have any questions or requirements regarding the accessibility of images, tables, diagrams, charts, maps, or similar content, please reach out to our team today.

The post Alternate Format Documents and Non-Text Content: Accessibility for Images, Tables, and Maps first appeared on Allyant.

This article is intended as a primer for what accessible textbooks are, why they are significant, and how they are produced.

Significance of Accessible Textbooks

Defined broadly, an accessible textbook is any textbook in a format that provides students with disabilities with the features they need to read. As with other modern educational texts, accessible textbooks are available in print or a wide range of digital formats. 

Accessible educational materials are required by law to provide equal access to information for students with disabilities. These students face significant barriers in acquiring basic reading, writing, and math skills, which are critical for accessing higher education, developing marketable skills, and ensuring future independence and success.

Beyond providing equal access, the benefits for students in being able to read a textbook are the same as reading any other material. Students are better able to learn specific topics, gain general information, develop critical thinking, and build a love of learning and reading for pleasure. Having accessible learning materials is necessary for students with disabilities to have basic education, access to future education and career opportunities, and be better informed, active, and engaged citizens.

Types of Accessible Textbooks and Their Production

Braille is arguably the most recognizable alternative format, and its association with education through blind founder Louis Braille (approximately 1830) and advocate Helen Keller (1888) is well established. Braille textbook production traditionally involved embossing Braille code onto thick paper or card stock; modernly, digital Braille files can be read using different sizes of refreshable Braille displays (RBDs).

However, literacy of Braille code is necessary to read these texts. In addition, while Braille can benefit students with visual disabilities, some circumstances are not ameliorated by Braille. Thankfully, other alternative formats can fit the bill.

The broad category of visual disabilities includes not just blindness but also other visual impairments. These include reduced visual fields (including central or peripheral vision), “color blindness” (a variety of conditions that impact types of color perception), and a variety of injuries and illnesses—for example, cataracts. These users may be unable to read Braille but could benefit from adapting textbooks into other formats that permit them to read with the vision they have.

Students without visual disabilities may have other “print disabilities,” a broad category of disabilities that impact reading ability. These can include dyslexia, autism, brain injuries, or cognitive impairments. Often, these disabilities are “invisible” or not apparent to outside observers. Presenting the same content in alternate formats can make learning significantly easier for these users.

Having described the situation, several alternative formats are available for accessible textbooks. Allyant has a great deal of experience and expertise in these, including:

Large Print

Large Print modifies the layout of text and images into a single column and presents all text in a font size (“typeface”) that is much larger than normal. Font size is a minimum of 14-point, and usually 18-point or greater. The resulting document can be used as a digital document or printed. This allows people with low vision, including tunnel vision or partial sight, to have an easier time reading text and to avoid eye strain and exhaustion.

E-Text

E-Text (“electronic text”) is a very broad term: it can be used to indicate any written text that is readable on a computer. Allyant produces E-Text documents as plain-text formatted digital content: text with no formatting, supplemental images, tables, or other structures. All graphical elements are fully described in plain text. Each digital file will also contain audio directives, making it ready for text-to-speech interpretation.

Accessible PDF

An Accessible PDF is a PDF that has been created or specifically remediated to ensure people with disabilities can access the content. Using accessibility standards such as WCAG 2.0/2.1 and PDF/UA for guidance, information about the content—such as alternative text for images and screen reader-friendly tagging for tables, lists, and links—is provided to enable screen reader users and keyboard navigation users to read, comprehend, and navigate the document more easily. As with Large Print, an Accessible PDF can be read digitally or printed.

Producing any of these formats as a textbook presents certain challenges. Textbooks can contain many kinds of content, including images, tables, and charts. Subject matter, such as STEM subjects (science, technology, engineering, and math), can be highly complex. The more complex the subject matter, the higher the requirement that the text, charts, and diagrams be effectively transcribed. All of these require specialist handling to convert them to accessible content.

In addition, the chosen alternative format can be presented in different forms. For example, Braille itself may be required in a variety of types upon request: these include Unified English Braille (UEB), UEB Technical, English Braille American Edition (EBAE), Nemeth, and Braille in English and French.

Thankfully, Allyant has a great deal of experience producing accessible textbooks for educational institutions. Our expertise includes familiarity with transcription for difficult subjects, including STEM.

We have ongoing contracts to produce educational materials in all the above formats; we are also actively engaged with the working groups that discuss and publish guidance and best practices in their production.

Allyant is a “one-stop-shop” for accessible textbooks. We have extensive expertise in defining, remediating, and creating alternative educational documents. Allyant has full-production print facilities for timely, large-scale printing and production. We are actively involved in the standards organizations that support and provide guidance for accessible educational materials. As such, we see growth in the breadth and depth of our working relationships with academic institutions.

If you are a school administrator, educator, or disability support professional seeking equitable access to information for all students, connect with one of our team members today to start your seamless journey to accessible educational materials.

The post What are Accessible Textbooks and How Do You Make Them? first appeared on Allyant.

Familiarize Yourself with the Standards First

You should familiarize yourself with the basics of accessibility standards. While you will rely on the vendor to provide accessibility services, it’s important to understand their work. Most standards have easily comprehensible documentation to help you get acquainted. For example:

• The Web Content Accessibility Guidelines (WCAG) – WCAG 2 Overview
• Section 508 of the Americans with Disabilities Act (ADA) – IT Accessibility Laws and Policies
• PDF/UA – PDF/UA Foundation Why PDF/UA
  • Also, see Allyant’s What is PDF/UA and why does it matter?

Does the Vendor Have an Accessibility Policy and Set of Practices?

When investigating vendors, review their accessibility policy and business practices. Ensure that these align with your company’s standards. Review their website, including the posted policy and any other materials they make available to the public. Are these publicly available materials accessible to people with disabilities? Ask the vendor questions about their accessibility practices. This will give you a solid index for their ability to live up to their own accessibility policy.

Can the Vendor Provide an Accessibility Conformance Report?

An Accessibility Conformance Report (ACR) is a form completed by digital technology manufacturers to report the conformance of their products with widely accepted digital accessibility standards. An ACR can be completed by filling out a Voluntary Product Accessibility Template (VPAT) and defining the product against relevant standards such as WCAG 2.1 or Section 508. If they produce their own software or hardware, they will likely have reports or documentation about those products.

Can the Vendor Articulate Details About Their Processes?

A worthwhile partner should be able to provide details about the process for designing and developing accessible products and services—and how they conduct testing and accessibility verification. These include:

• What metrics were used to track progress?
• What tools and methods were used in testing?
• What client platforms, desktop and mobile operating systems, browsers, assistive technologies, and versions were used as part of the test bed?
• Can they provide testing results?
• If issues were found, are they acknowledged and paired with an action plan to remediate?

Another important consideration is whether the vendor employs or contracts people with disabilities. Did they engage with users who could speak directly to the requirements of accessibility within a product or software application?

Include Accessibility Provisions in the Contract

Once you are confident that your prospective vendor can meet your accessibility needs, it’s time to define your contractual relationship. Ensure that accessibility expectations are clearly outlined in the contract. These requirements should specify the measures the vendor will take to guarantee accessibility, including the steps they will take at different project phases, their testing methods and technologies, and the compliance standards they must meet. Additionally, consider requiring the vendor to provide a VPAT for their work.

Continue to Monitor and Work with the Vendor

Touch base with the vendor across the duration of the contract. Review their work and interim deliverables. Read any reports they provide and ask informed questions. Request clarifications where necessary. If any problems emerge, including accessibility issues or delays, work with the vendor to update expectations as soon as possible.

Having a good point of contact and a good relationship with the vendor is extremely important. Solutions may include changing deliverable dates, changing deliverable expectations, clarifying platforms, and ensuring resources are available.

Allyant has a great deal of experience working with both sides of this relationship. We serve a wide variety of customers, including educational institutions, utilities, banks, other financial institutions, and various levels of government. Our customers rely on our alternative format solutions in a wide range of volumes and capacities.

Additionally, many of our customers require us to handle documents and information in highly secure environments, which we are fully equipped to do. Allyant offers solid security to protect all our customers and their end users. We also work with our own vendors and require measures like those outlined above.

If you represent an organization that needs or has a stake in alternate formats, contact Allyant about our portfolio of products and solutions.

The post 5 Things to Consider Before Hiring an Alternative Format Accessibility Vendor first appeared on Allyant.

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.

The post How to Implement Alternate Formats in Your Business first appeared on Allyant.

Read more: What are alternative formats, and why are they so important?

One question that often arises is whether large print falls under the category of assistive technology. Let’s clarify this distinction.

Assistive Technology: The official definition

While the term “alternative formats” implies that such documents are an alternative where an original version will not suffice, “assistive technology” can be a bit vague. 

The U.S. federal government defines assistive technology as:

“…any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities.”

[20 U.S.C. Chapter 33, Section 1401 (25)]

This is a very wide definition: it can include literally “any item”. The most significant part of the definition is how it is used: to paraphrase, it can preserve or amplify the ability of persons with disabilities to perform a wide variety of activities.

Can Large Print therefore increase, maintain, or improve the functional capabilities of individuals with disabilities?

Large Print and users with partial vision

Our society includes persons with visual disabilities who are not blind but have some degree of vision: depending on estimates, approximately 85% of people with visual disabilities have at least some useful vision.

This group, by default, includes a wide variety of visual disabilities other than blindness and is sometimes grouped under the umbrella term “low vision”. 

Many people with low vision do not require a text-to-speech software application to read print but may struggle to read regular print sizes and certain fonts, or they may tire and suffer eye strain from reading. 

This can impact the overall speed at which they read and the total amount they can read. 

In today’s digital age, where videos are everywhere, reading is still an essential skill for functioning in society. We require reading to comprehend banking statements, credit card and utility bills, investment reports, mortgages, and other contracts. 

This does not even account for reading for general information, continuing education, or pleasure. 

In addition, the number of people with low vision is not static: as the average North American age increases, the number and needs of individuals with visual disabilities are also likely to grow. Visual acuity tends to decrease as people age, increasing the number of people to whom the above situations apply.

Can Large Print be considered AT?

We can easily understand that many of these users with low vision benefit from documents being available to them in different formats that address the umbrella of “low vision.” We can provide print or digital documents formatted in ways that reduce eye strain or exhaustion and make it easier to read and understand text. 

Large Print is is hallmarked by large font sizes, with sharply contrasting foreground-to-background colors, simpler “sans-serif” font families, ample spacing between characters, and highly visible punctuation. 

These qualities help address a wide variety of visual disabilities. As such, they preserve the abilities of people with visual disabilities to read, understand information, and participate meaningfully in various activities. 

They also protect and extend the independence and privacy of these people by making them less dependent on other people to read on their behalf. 

Therefore, since Large Print print meets the criteria of increasing, maintaining, and improving the functional capabilities of individuals with low vision, it can be considered an assistive technology.

Interested in producing Large Print?

Allyant offers Large Print production as a core service. We work with various small, medium, and enterprise customers, including school boards, universities, and other educational bodies; utilities, banks, and other financial institutions; different levels of government; and even restaurants. 

Many of our customers also require securely handled personal account statements, including banks and credit card companies; Allyant offers solid security to protect all our customers and their end users. If you represent an organization that needs or has a stake in providing documents to users with low vision, contact Allyant about our Large Print offerings.

The post Is Large Print Considered Assistive Technology (AT)? first appeared on Allyant.

Like braille, large print is an alternative format, which applies to a document formatted or printed specifically for users with disabilities.

People with visual impairments—from color blindness to complete blindness—can greatly benefit from having access to content presented in alternative formats that cater to their specific needs.

Large print font size

Most books (excluding children’s books) use 10 to 12-point type, whereas newspapers are often 8-point type. For reference, the print industry measures type size in points that range from the bottom of the lowest letter to the tallest capital letter. Different font types with the same point size will still appear differently.

The minimum font size for large print is usually 16 to 18-point. The U.S. Postal Service offers services under the term “Free Matter for the Blind”: the minimum size for their mailing standard is 14-point type.

The large print guidelines from the American Council for the Blind recommend a base font size of 18 points, with the main heading at 22 points and subheadings at 20 points.

Some essential considerations

Large print includes other considerations besides font size alone. These include:

• using sans-serif font families, such as Arial or Verdana; these use simpler characters that are easier to distinguish;
•  providing ample spacing between characters and words to make both easier to comprehend and;
•  a flush left margin and ragged right margin (i.e., not justified margins);
•  highly visible punctuation marks, including bullet points.

In addition, the overall document should be reflowed or rendered such that all content, including headings, images, and text structures, occupy the available width of the medium and replace any instances of multiple columns with a single column. These characteristics help readers with visual disabilities to distinguish the content and navigate it more easily.

Why use large print instead of braille?

Large print is a versatile format that can assist a wide range of users with visual impairments. The term “visual disabilities” covers not only those who are blind but also those who have partial sight. Most people with visual impairments are not completely blind. 

According to the U.S. National Institute of Health, about 85% of people with visual impairments worldwide have some degree of vision. Many low-vision individuals can read regular print but may have difficulty reading small print or specific fonts. They may also experience eye strain or fatigue while reading.

Low vision can have a variety of causes. As people age, their visual acuity tends to decrease, which can lead to developing low vision over time. Some people may experience sudden vision loss due to injury or illness, while others may have lifelong disabilities that affect their ability to see and read print.

Large print is a helpful solution available in printed materials and online text. It can make reading more accessible and more comfortable for people with low vision, including those with tunnel vision or partial sight. Using large print can also help to reduce eye strain and exhaustion.

This takes on an added poignancy when one remembers that, as the average North American age increases, the number and needs of individuals with visual disabilities are also likely to grow.

Allyant has in-depth experience in creating and improving large print documents. We have a team of experts who regularly evaluate, design, and deliver large print format documents for small, medium, and large organizations. We work with a range of customers, including educational institutions such as school boards and universities, financial institutions like banks that require secure handling of personal account statements, different levels of government, and even restaurants that need Large Print menus.

If you represent an organization that needs to provide documents to users with low vision, please contact Allyant to learn about our large print services.

The post What is Large Print and Why is it Important? first appeared on Allyant.