Step-by-step guide to when you can and cannot publish PDFs and office documents on the web

Step 1: Understand if the content from your PDF or office document must be published online

Question A

Is this content for an identified user need or is there a statutory requirement to publish it on the web?

If there is a statutory requirement, go to step 2.

If there is an identified user need and no statutory requirement, go to step 3.

If there is no statutory requirement or identified user need, you don’t need to publish the content from your PDF or office document on the web.

Step 2: If you have a statutory requirement, check if it specifies what file format it must be published in

Question B

Does the statutory requirement explicitly say that the information must be published in a PDF or office file format such as Excel or Word?

If yes,

• ensure that the PDF or office document published on the web meets the accessibility requirements as much as possible
• publish the PDF or office document in the relevant digital service / web page, with a description of the document to provide context
• if possible, convert the content within the document as a web page
• check if you can make the whole document available by request only (e.g. request to receive the document by email).

If no, go to step 3.

Step 3: Identify if the content from your PDF or office document is part of the list of exceptions for web accessibility

Note that your PDF or office document may include multiple types of exceptions.

Question C

Does your document contain a form that someone needs to print out and fill in?

If yes, go to question D.

If no, go to question E.

Question D

Is there an online form alternative?

If yes, go to question E.

If no,

• create an online form using the appropriate technology
• publish the content and online form as a web page (HTML copy)
• make sure the PDF or office document form is accessible.

Question E

Does your document contain at least one of the following?

• complex structured data, like financial information in a PDF, Excel spreadsheet or CSV file – a short list of entities like contacts or council schools doesn’t constitute complex structured data
• technical information that’s unlikely to change, like an architectural drawing – legal information or a flowchart often doesn’t constitute technical information
• one or multiple maps that are not used for navigational purposes, like for highlighting boundaries or physical features
• a leaflet, poster, or signage for users to print out and use

If yes, go to question F.

If no, go to step 4.

Question F

Does this PDF or office document also include content that is not an exception and constitutes an active administrative process?

Note: an active administrative process can include content that people need to get informed with current information (e.g. strategies, plans, reports), complete a task (e.g. application forms, surveys, consultations), or follow a procedure (e.g. instructions, policies, user manuals)?

If yes,

• only put the exempt content in PDF or office document and follow instructions in step 4 for the non-exempt information
• ensure that the PDF or office document meets the accessibility requirements as much as possible
• publish the PDF or office document in the relevant digital service / web page, with a description of the document to provide context
• if possible, convert the content within the document as a web page
• check if you can make the whole document available by request only (e.g. request to receive the document by email).

If no,

• ensure that the PDF or office document meets the accessibility requirements as much as possible
• publish the PDF or office document in the relevant digital service / web page, with a description of the document to provide context
• if possible, convert the content within the document as a web page
• check if you can make the whole document available by request only (e.g. request to receive the document by email).

Step 4: review and publish the content from your PDF or office document as a web page (HTML copy)

If the content is about service guidance and procedures, an online form, or a consultation

Follow these actions:

• identify what content users and regulators need on the web
• publish the content and form(s) as web pages
• if any online forms, you can also publish an accessible PDF form that users can print out and use – avoid Word forms as users may not have a Word document reader on their device.

If the content is about a publication, a review, or an active administrative process

Such as strategy, plan, policy, project, case study, report, impact assessment, audit, list of planning applications, or user manuals.

Follow these actions:

• identify what content users and regulators need on the web
• publish the content as web pages
• it might be acceptable to publish a summary of the content you have on the document and make the whole document available by request only (e.g. request to receive the document by email).

If the content is a newsletter or news

Follow these actions:

• don’t not publish the document on the web
• make sure the content from the newsletter or news is on the relevant digital service / web page, only if users and regulators need it.

What advice and help you can get

If you’re concerned about how your service will adapt without relying on PDFs or office documents, or you would like digital advice on an upcoming project, get in touch using our online request form. This is where you can request any support from the Digital Experience team, including updating existing web pages, creating new pages, and ensuring your content and campaigns comply with the accessibility regulations and Equality Act 2010.

You can also find more accessibility guidance on The Thread:

• Accessibility for our digital services
• How to create accessible web pages on Renfrewshire.gov.uk
• Use of PDFs and office documents on the web
• Why all council employees share responsibility for web accessibility.