IT documentation rules. How to build documentation and content.

What is a document management tool? The purpose of the tool is to make websites, electronic documents and multimedia objects accessible to all, taking into account the various types of difficulties that a person may experience that may interfere with the understanding of information. Thus, an accessible document can be viewed by any person, regardless of whether a person has learning problems, visual, auditory, cognitive or motor skills. In the same way, an accessible document will benefit from aging, color blind, or even those who have had a concussion. Word functionality allows you to navigate a document for a person using a braille display or text-to-speech software. If an accessible Word document is to be published on the Internet, it can be converted to HTML or PDF format while preserving the special features of the Word document.

It is important to determine the hierarchical structure of the document. Some may rely on layout and typography to distinguish between document structure. However, people who use a technology tool to read a document (such as a Braille reader or text-to-speech software) can only understand the structure of the content if it has markers to indicate where the headings are as well as headings, tables, lists, etc. What makes a Word document accessible? A Word document is considered accessible when someone can read it and understand it with or without assistive technology. Here are some examples of assistive technologies:

Screen Reader: software that reads aloud (text to speech) information that appears on a computer screen, such as document text and menus, as well as push buttons that appear on the screen. , Software for enlarging the screen: allows the user to enlarge the contents of the screen or adjust the contrast for easy reading of the contents.

To facilitate the reading of IT documentation, any presentation of content that could affect the readability of the text should be avoided. Purpose: To present textual content as clearly as possible. This rule has five principles: Avoid serif fonts (e.g. verdana, arial). Use a font size of 12 points or less. Use bold to highlight text. Avoid underlining. Order them for hypertext links. Align the text to the left. Write content without ambiguity. To avoid problems with understanding, the meaning conveyed by the content of the document should be a subject of special attention. Consequently, a person cannot read when he wants, and reading time involves expenses incurred by financial plans, which destabilizes and leads to a loss of concentration, in contrast to traditional reading of a printed book.

Goal: Create rich content with maximum meaning. This rule consists of two principles: explain the abbreviations at first appearance or associate a glossary with a document; indicate language changes and, if necessary, the default document language. Rule 3. Insert the title of the document in the metadata. Among the metadata, information associated with a file in the background, information is especially important for meeting accessibility standards: the name of the document. If there are no document titles in the metadata, the file name will be used as the title of the document by the synthesized disks.

Structuring its contents, drawing up a document preparation plan, information segmentation: these are some principles that seem obvious to some people, but which are by no means easy to implement for everyone. Not all documents have the same structure. Some of them are very structured as an annual report.

For others, we take a much more artistic approach when the transmitted message is closely linked to highly developed (or even free) graphic design, such as an advertising poster. Like a book, a decent-sized Word document will consist of structural elements, such as sections or chapters; securities and / or subtitles; paragraphs illustrations related to the legend; data expressed using tables; table of contents; footnotes, glossary or index; many other possible elements. Regardless of the degree of complexity of the document, the structure must be defined and transposed when processing the text.