Skip to main content

Creating Documents


format_book.pngWhat...

There are multiple types of documents that can be created in digital form, the selection of which will depend on the documents' purpose. Highlighted below are some things to take into consideration when creating documents using popular software.

Why...

High-quality, structured documents improve their interoperability going forward. They enhance the ability to preserve them over time and also, by embedding metadata elements within them, help to ensure the authenticity.

How...

Text documents

File Format Things to consider
Microsoft Word Open XML Document (.docx)
  • Use Word’s "Styles" (found in the Home tab) to identify titles, headers, paragraphs, lists, and other structural elements. This has the benefit of mapping the structural elements you require making it easier to navigate around your document. You can even create your own if required.
  • If your document includes images, use images at 300 pixels per inch saved as a JPEG (.jpg) or PNG (.png) file.

  • Include alternative text for all images and links.

  • Add metadata to your document - this can be done by selecting 'File'---'Properties'. Include a title, author and tags that describe your document.
  • Preserve the fidelity of your document by embedding the fonts used within your document:
    • Navigate to 'File'---'Options' and within the 'Save' tab you will be able to setup Word so that you can preserve the fidelity of 'All New Documents'. 
    • Mark the 'Embed fonts within the file' checkbox and de-select the checkbox which states 'Do not embed common system fonts'. This will ensure that users who open your document will be able to view the fonts you have used even if they don't have those fonts installed on their computers.

wordembedfonts.png 

Click to expand

 

OpenDocument Text Document (.odt)
  • Use Open Office's "Styles" to identify titles, headers, paragraphs, lists, and other structural elements. This has the benefit of mapping the structural elements you require making it easier to navigate around your document. You can even create your own if required.
  • If your document includes images, use images at 300 pixels per inch saved as a JPEG (.jpg) or PNG (.png) file.
  • Include alternative text for all images and links.
  • Add metadata to your document - include a title, author and tags that describe your document.
Adobe Portable Document Format (.pdf)
Saving from Microsoft Word
  • Ensure that the PDF is ISO 19005-1 compliant - also known as PDF/a. This is the archival form of a PDF and embeds fonts and images.
    • Selecting to 'save as' a .pdf. When the window asking you to confirm the filename is presented click on the 'options' button.
    • Ensure that the checkboxes for 'ISO 19005-1 compliant (PDF/A)' and 'Document structure tags for accessibility' are marked.

saveaspdfoptions.png

Click to expand

  • Add metadata to your PDF - include a title, author and tags that describe your document.
Saving from Microsoft Excel
  • Make sure that the column widths are wide enough in order to display all of the text data within the cells
  • Ensure that the PDF is ISO 19005-1 compliant
    • Selecting to 'save as' a .pdf. When the window asking you to confirm the filename is presented click on the 'options' button. This will present you with the following window
    • Make sure that the checkboxes for 'ISO 19005-1 compliant (PDF/A)' and 'Document structure tags for accessibility' are marked.
    • Select the appropriate option within the 'Publish what' area

exceloptions.png

Click to expand

  • Add metadata to your PDF - include a title, author and tags that describe your document.
Saving from Microsoft Powerpoint
  • Ensure that the PDF is ISO 19005-1 compliant
    • Selecting to 'save as' a .pdf. When the window asking you to confirm the filename is presented click on the 'options' button. This will present you with the following window:


    • Make sure that the checkboxes for 'ISO 19005-1 compliant (PDF/A)' and 'Document structure tags for accessibility' are marked.

    • Select the appropriate option you require in the 'Publish what' area.

powerpointoptions.png

Click to expand

  • Add metadata to your PDF - include a title, author and tags that describe your document.

Plain Text Format (.txt)  
Extensible Markup Language File (.xml)
  • A valid schema or Document Type Definition (.dtd) file will be required that specifies the elements and attributes used within the XML.
Hypertext Markup File (.htm)  


Spreadsheet documents

File Format Things to consider
Microsoft Excel Open XML Document (.xlsx)
  • Consider if producing a data dictionary, used to describe the data fields and data within your spreadsheet is required in order to provide valuable contextual information to those viewing your data.
  • Add metadata to your document by providing the author name and tags that describe your spreadsheet
OpenDocument Spreadsheet (.ods)
  • Consider if producing a data dictionary, used to describe the data fields and data within your spreadsheet is required in order to provide valuable contextual information to those viewing your data.
  • Add metadata to your document by providing the author name and tags that describe your spreadsheet
Comma Separated Values File (.csv)
  • You will lose all formatting and any formula or charts you may have used.
Tab Delimited File (.tab)
  • Save your spreadsheet as a tab-delimited file by saving as a Text (Tab delimited) file and manually changing the file extension from .txt to .tab
  • You will lose all formatting and any formula or charts you may have used.


Presentation layout documents

File Format Things to consider
Microsoft Powerpoint Open XML Presentation (.pptx)
  • If your presentation includes raster images, use images that are at least 150 pixels per inch, saved as a JPEG (.jpg) or PNG (.png) file.
  • If your presentation includes vector images, use vectors saved as SVG (.svg) files.
  • If your presentation includes videos, embed them within the file rather than linking to videos on the internet. Videos for presentations should be H.264 encoded with AAC encoded audio within an MPEG-4 (.mp4) wrapper.
  • Preserve the fidelity of your presentation by embedding the fonts used within your document:
    • Navigate to 'File'---'Options' and within the 'Save' tab you will be able to setup Powerpoint so that you can preserve the fidelity of your presentation.
    • Ensure the 'Embed fonts in the file' checkbox is marked and select the 'Embed only the characters used in the presentation' radio dial.

powerpointembedfonts.png

Click to expand

  • Add metadata to your presentation by including the author name and any tags that describe your document.
OpenDocument Presentation (.odp)
  • If your presentation includes raster images, use images that are at least 150 pixels per inch, saved as a JPEG (.jpg) or PNG (.png) file.
  • If your presentation includes vector images, use vectors saved as SVG (.svg) files.
  • If your presentation includes videos, embed them within the file rather than linking to videos on the internet. Videos for presentations should be H.264 encoded with AAC encoded audio within an MPEG-4 (.mp4) wrapper.
  • Add metadata to your presentation by including the author name and any tags that describe your document.


Paper-based, hard-copy Documents

Paper-based documents need to be scanned in order to create a digital document so that it be made available via a computer network.

tick.png
  • Scan each page as a separate TIFF
    • Resolution should be set to at least 300 ppi/dpi
    • Retain each TIFF in case deposit to an archive is required or desirable
  • Amalgamate each TIFF into a single PDF for ease of sharing
    • If Adobe Acrobat Pro is available to you run the Optical Character Recognition (OCR) tool to capture the text - from the 'Document' dropdown menu select 'Recognise Text Using OCR'. Use the following options:
      • Primary OCR language: English (UK)

      • PDF Output Style: Searchable image (exact)

      • Downsample: Low (300dpi)