Don't publish that PDF!

PDFs are an easy go-to. We all do it (me included). You’ve made a nice document on Powerpoint or Word, exactly as you want it. Next step: add it to your website so that your users can download and feast on its graphically-designed glory.

A big problem with this: virtually all PDFs are considered inaccessible, and their sole use by public bodies to relay information is unlawful. These laws came fully into force for public bodies in 2021, and are enforced by Government agencies such as GDS and the EHRC.

Just go on any council website and within a few clicks you will find information only available within a downloadable PDF. Go to the information related to physical activity, and you’ll see it's still very PDF-heavy. This needs to change, or public sector bodies risk being investigated, fined or even taken to court.

It is easy to see the temptation of using PDFs, where restrictive public sector websites rules limits webpage content to long paragraphs or bulletpoints. But information about physical activity is best portrayed in timetables or events calendars, with colours and imagery, so PDFs become the default option.

But to resort to PDFs is problematic. Not simply because it’s unlawful, but for the reasons why the law (“The Public Sector Bodies (Websites and Mobile Applications) Accessibility Regulations 2018”) was passed in the first place - it’s more than just a legal mandate, the regulations represent a commitment to inclusivity. By adhering to the WCAG 2.1 AA standards, public bodies affirm that every individual, regardless of their physical or cognitive capacities, has equal access to essential information. For those involved in health promotion, this compliance translates into broader outreach, higher community engagement, and, ultimately, a healthier populace.

Time to move away from PDFs

Whilst it is possible to create an accessible (and therefore lawful) PDF, it is technically challenging, time consuming and beyond the everyday skill set of practically all authors. It’s unlikely to be a scalable activity for your organisation to undertake. Moreover, it misses the point - that PDFs have several drawbacks that need to be acknowledged:

• The information is static - for dynamic sectors like physical activity, where new activities and clubs and promoting new opportunities all the time, constantly updating out of date PDFs is an unnecessary burden
• Moving from PDFs to web technologies means it is much easier to keep up with modern practices, software versions, legislation etc
• Better tracking and data use, to make improvements and understand usage
• Better user experience overall (e.g. on different screen sizes) - users want to interact with data, to explore it organically. Most PDFs are a linear data dump of information that the user has to navigate (often with difficulty)

It’s not just about societal good - you are losing money by using PDFs

Research from Nielsen suggests that people with disabilities are typically more brand loyal, shop more frequently and spend more than the average consumer. Basically, they could be your longest serving, highest spend customers. But the Click-Away Pound survey found that in 2019, UK businesses lost more than ￡17 billion in sales because of disabled shoppers abandoning websites with accessibility barriers, such as only providing information via inaccessible PDFs.

What you can do next

Some councils are already heading in the right direction - for example, Renfrewshire council’s commitment to accessibility on their blog Why we no longer publish PDFs on the council’s website:?

“PDFs are unfit for the digital space and user consumption. They make our content and services harder to find, use and maintain. The Nielsen Norman Group, world leaders in user experience, advise to never use a PDF to display content that users need to read online. All UK national government websites are following this advice. Renfrewshire Council must too.”

Public bodies must take digital accessibility seriously - and for physical activity information, we can help. Working with imin to harness OpenActive, a range of public sector bodies have been able to ditch those unlawful PDFs and deliver a modern, up to date, and more inclusive service to residents that encourages and facilitates participation. It's a step towards realising a vision where everyone, irrespective of their abilities, finds it effortless to find information and engage in community health initiatives.

We can work with you to systematically remove PDFs from your physical activity webpages and replace with more accessible, modern options that work better for your audience, and provide you with a greater understanding of usage and impact.

As digital transformation shapes your organisation, it is imperative to ensure that we use tools that amplify our mission, rather than hinder it. By understanding and implementing digital accessibility standards and harnessing the power of platforms like OpenActive, you’re not just ticking a regulatory box. You’re building a foundation for a more inclusive, healthier future for all.

Get in touch for a free consultation today - [email protected]