Document guidelines

Accepted document formats

The following document types are supported:

• Rich Text Format (RTF) for any files that may require to be modified by the user
• Plain/Formatted Text (TXT)
• Adobe Acrobat (PDF) for use in all common PDF reading software
• Microsoft Word (DOC) files. Word 97-2003 format (save using ‘compatibility mode’).

LTS will also consider the following document types on a case-by-case basis:

• Microsoft Excel 2000
• Microsoft PowerPoint 2000.

Please note these document types are only viewable by users with the relevant plugin. Accessible versions should be available for users who do not have the plugin.

You should consider making information available on HTML (web) pages, wherever possible.

What do we mean by making documents accessible?

It is important to make documents accessible so that people using devices such as screen readers, PDAs and mobile phones are able to access the information.

There are a number of simple steps you can take to make your Microsoft Word, Excel, PowerPoint and Adobe PDF files more accessible when published on a website.

Creating structured documents

A structured document will have a ‘structure tree’ that defines the reading order.

This affects how the information will be presented for screen readers, PDAs and other non-standard devices. The more information you provide about the structure of a document the more easily the document can be accessed.

To structure a document effectively you should:

• use headings, font, paragraph and other style options to create a structure
• use the ‘columns’ command to create columns rather than using tabs to simulate double-column text
• provide alternative text descriptions for all non-text elements – for example images and tables.

Naming documents

It is important that all documents and files are named in a meaningful and consistent way.

The file names should be as descriptive as possible as this is the file name the user will see on their own computer if they download the file.

The following naming conventions should be used:

• The file name should be written in title case.
• No spaces or underscores should be used between words.
• Each file name should be 27 characters or fewer.

For example:

HowGoodIsYourSchool.doc

Linking to web pages from files and documents

Where URLs are used within documents these should be created as live hyperlinks. This will allow a user to navigate directly from the document to the URL without having to type the URL into their browser.

Adding document properties

The properties of any document available on the LTS website can be viewed by anyone who has access to that document. These properties may also be displayed in search results.

It is therefore important that the Title, Author, Subject and Keywords fields of the document properties be completed at all times.

• Title field

  This should include the name of the document as you would like it to appear in search results, for example: How Good Is Our School?

• Author field

  This should generally include the name of the individual or organisation that holds copyright for the document, for example: Learning and Teaching Scotland.

• Subject field

  This should include a short description of the document. This description will often appear in the search results and should therefore be as meaningful as possible and be written as sentences. It should include an indication of the audience for the document and the main content. For example: A set of quality indicators to guide teachers and headteachers in the self-evaluation of their school. The document outlines what the key quality indicators are and how they are used in the self-evaluation of schools.

• Keywords field

  This should include a maximum of four keywords or short phrases separated by semi-colons, for example: anti-bullying; school policy; discipline; behaviour.

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