Accessible documents policy

This policy explains how accessible the documents LLW Repository Ltd publishes on GOV.UK are.

There’s guidance to help you check the accessibility of documents.

This policy explains how accessible the documents LLW Repository Ltd (LLWR) publishes on GOV.UK are. It covers PDFs, spreadsheets, presentations and other types of document. It does not cover content published on GOV.UK as HTML: the main GOV.UK accessibility statement covers this.

Using our documents

LLWR publishes documents in a range of formats, including PDF, Open Standards Format, MS Excel and MS Word.

We want as many people as possible to be able to use those documents. For example, when we produce a document we make sure to:

  • provide an HTML option where possible
  • tag headings and other parts of the document properly, so screen readers can understand the page structure
  • make sure we include alt text alongside non-decorative images, so people who cannot see them understand what they’re there for
  • avoid using tables, except when we’re presenting data
  • write in plain English

How accessible our documents are

New documents that we publish and documents you need to download should be fully accessible. However, we know that some of our older documents (published before 23 September 2018) are not accessible. For example, some of them:

  • are just photocopies and are not marked up in a way that allows screen reader users to understand them
  • are not tagged up properly - for example, they do not contain proper headings
  • contain technical content that may not be written in plain English

This mostly applies to our corporate reports and attached files.

But if you need to access information in one of these document types, you can contact us and ask for an alternative format.

What to do if you cannot use one of our documents

If you need a document we’ve published in a different format:

We’ll consider the request and get back to you in 7 days.

Reporting accessibility problems with one of our documents

We’re always looking to improve the accessibility of our documents. If you find any problems not listed on this page or you think we’re not meeting accessibility requirements, contact: [email protected].

Enforcement procedure

The Equality and Human Rights Commission (EHRC) is responsible for enforcing the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 (the ‘accessibility regulations’). If you’re not happy with how we respond to your complaint, contact the Equality Advisory and Support Service (EASS).

Technical information about the accessibility of our documents

We are committed to making our documents accessible, in accordance with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018.

The documents we publish are partially compliant with the Web Content Accessibility Guidelines version 2.1 AA standard due to the non-compliances listed below.

Non accessible content

The content listed below is non-accessible for the following reasons.

Non compliance with the accessibility regulations

A few of our documents have diagrams. These images do not have a text alternative, so the information in them is not available to people using a screen reader. This does not meet WCAG 2.1 success criterion 1.1.1 (non-text content).

When we publish new documents we’ll make sure our use of diagrams meets accessibility standards.

Many of our older PDFs and Word documents don’t meet accessibility standards - for example, they may not be structured so they’re accessible to a screen reader. This doesn’t meet WCAG 2.1 success criterion 4.1.2.

Some of our PDFs and Word documents are essential to providing our service. For example, we have PDFs with information on how users can access our services, and forms published as Word documents. By September 2020, we plan to either fix these or replace them with accessible HTML pages.

The accessibility regulations don’t require us to fix PDFs or other documents published before 23 September 2018 if they’re not essential to providing our services. For example, we don’t plan to fix any of our strategy documents or annual plans.

Any new PDFs or Word documents we publish will meet accessibility standards.

How we tested our documents

We last tested a sample of our documents on 3 October 2019. The test was carried out by LLWR.

We tested:

  • a PDF
  • MS Word document

What we’re doing to improve accessibility

All documents published in the last 12 months will be changed into a more accessible format that aligns with WCAG 2.1 success criterion.

PDF documents will be converted in a PDF/A, PDF/X or PDF/E format and republished on GOV.UK. For those documents that are in an Excel format, these will be converted into HTML files and also republished on GOV.UK. Where Word documents are used, these will be checked against the Accessibility Checker in Microsoft Office and amended if needed. These documents will then be republished on GOV.UK.

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