What to change
Ask your supplier to check the published file's searchable, copyable wording and spoken reading order, rather than judging only how sharp its pages look.
A worked example
Illustrative example
A visitor can find the section on parking in a long information leaflet and copy its address without retyping text from a scanned page.
Why this matters to your practice
A scanned leaflet may look sharp while behaving like a photograph of text. Visitors may be unable to search for parking, copy an address or listen to its wording. Ask your supplier to check the actual published file. Your team should review any text produced by automatic recognition, especially names, dates and contact details. Searchable text is a useful improvement, but the reading order and document structure still need attention before calling the whole document accessible.
A practical review example
A visitor may search a leaflet for parking and copy the address into another application. Ask your supplier to demonstrate both with the actual published file. If it is only a scan, any text-recognition work needs editorial checking for names, numbers and ordering. Your team should compare the extracted wording with the approved original. Searchable text is a useful step, but it does not by itself establish complete accessibility if headings, navigation or the sequence of information remain difficult to understand.
How to check the result
Accept when the relevant text is searchable, selectable and meaningfully readable, with further accessibility checks appropriate to the document's structure.
A mistake to avoid
Automatic text recognition can introduce errors or an illogical reading order even when the document suddenly becomes searchable.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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