Because the media are so different, documents prepared for print publication are not suitable for online presentation and, where possible, should be repurposed for the web.
However, this takes time and resources. On large documents, it can often take just as long to re-write the material to make it suitable to read online as it did to write the original.
Early planning and preparation are vital so that information can be produced for both mediums simultaneously. Print and web teams need to work together to streamline the publishing process to ensure that both versions are equally significant - the online version should not be an afterthought.
If it is not appropriate or cost effective to repurpose a document for the web and it has to be published online (because you need to meet the requirements of Information Standard 26 - Internet, Principle 1 - Website provision) there are alternatives.
Note: There are strict PDF publishing principles and implementation advice to be observed when publishing PDFs online.
| Document type | Optimum solution |
|---|---|
| Brochures | Convert to HTML, incorporate some images if necessary to tie in with the offline marketing. |
| Fact sheets | Convert to HTML and provide print-friendly version. |
| Guidelines or booklets |
Convert to HTML and provide a print-friendly version. Incorporate some images if necessary to tie in with the offline marketing. or Provide a summary or overview of the document and table of contents in HTML, incorporate some images if necessary to tie in with the offline marketing. Convert the document to PDF and split into sections; link the sections from the table of contents. Provide a full download of the document for printing and offline use. Note: Follow the PDF publishing principles and implementation advice when publishing PDFs online |
| Newsletters |
Convert articles/stories to HTML and provide a print-friendly version. Remove supplementary sections that are in the print version such as contacts, current events and advertisement that are already published on the website. Provide links to these sections where appropriate. |
| Legal, quasi-legal and statutory documents |
Provide a summary or overview of the document and table of contents in HTML Convert the document to PDF and split into sections link the sections from the table of contents Provide a full download of the document for printing and offline use. Note: Follow the PDF publishing principles and implementation advice when publishing PDFs online |
Reference
Writing for the web guide (Department of Employment and Training, 2005)
State of Queensland 2005, Information Standard 26 - Internet, Office of Government ICT, viewed 29 August 2005, <http://www.qgcio.qld.gov.au/02_infostand/standards/is26.htm>
Last updated 02 August 2005
Note: Consult the PDF publishing principles in conjunction with this section.
Print and web teams need to work together to streamline the publishing processes to ensure that both mediums are equally significant - the online version should not be an afterthought.