Umbrella Exemption to the Web Guidelines for PDF conversion to HTML

Extract from the Minutes of the e-GIF Management Committee dated 15 November 2005

• Agreed the blanket exemption as follows:

That where agencies are unable to convert non-compliant website content from PDF to HTML for the following situations:

• Photos and Maps.

• Documents authored and owned by third parties.

• Documents where there are legal requirements to provide it in a

• specific format.
  
  

Agencies must provide the following alternative measures:

• Provide text descriptions of images (i.e. someone who can’t see an image should still get the essence of the information that someone who can see the image will get).

• Provide an HTML paragraph that describes the key messages of the document.

• Provide or link the page to a “contact us” or contact X so the user can make contact with a person to ask if there are alternative mechanisms they could use to obtain the information they seek (which was only available in PDF).

• Provide a disclaimer on that particular web page or on the home page. Be upfront that the information is only available in PDF but there is an alternative mechanism – and state what that mechanism is.

• Offer “on demand” conversion where possible, therefore reducing risks and costs associated with converting unnecessarily.

By providing the alternative access measures noted above, agencies are deemed to be compliant with the Web Guidelines.