Print & Mail Orders

When selecting "Accessible Version" please expect a design specialist to reach out to you to discuss options and estimated design time billed at $70 per hour. Because projects can vary so greatly, they will discuss the estimated amount of time before working on your files. However, if you know what option you would like, please list that in the "Special Instructions" field. Note: This extra design time may not initially be included in your print quote until your files have been reviewed.

All documents that are posted online for both internal and public use should be ADA compliant. All printed documents, especially if they are public facing should have an ADA statement printed on them (usually on the back cover.) These requirements are enforced per agency and may differ slightly, however in general there are three options Print & Mail can help you with:

  1. $ Create a separate, supplemental version.
  2. $$ Design a document to be compliant.
  3. $$$ Remediate an existing document.

More information about each can be found below. 

Create a supplemental document

All of the content that is in your document can be put into a plain text document or word file. By simply using styles for the text and captions for the image, the document can easily be read or converted as needed. This document can be posted online in conjunction with your existing document or be provided upon request. While this is the simplest, it might not meet your agency's requirements.

Design a document from scratch

If you have the option to design a document from scratch, this is usually the best option. Our design staff can create your project to be visually appealing while also being ADA compliant. For a normal design project, such as a brochure, adding the ADA features only increases the amount of time required slightly.

The best way to start on a project is to submit Print & Mail a plain Word file with limited formatting (headers or chapter headings but aim for all the same font, colors, etc.) Send your images separately (preferably in a single folder that has been compressed/zipped), but earmark where you would like the images within your Word file either by file name or description.

Remediate an existing document

Documents that have already been created can be remediated, however it can be extremely difficult. Some may take more time to remediate than to redesign or create from scratch. Depending on the file though, there are remediation techniques such as tagging and captions to make your existing document ADA compliant.

What is an ADA Statement?

An ADA (Americans with Disabilities Act) statement is a disclosure stating how and where to locate alternative, accessible formats of printed materials. Typically, an accessible PDF, HTML, Word, Text or RTF file is available that can be accessed by everyone, regardless of their abilities.

Are ADA statements required?

ADA statements are required for documents intended for public use and may be enforced per agency.

Examples of ADA statements:

  • Alternative accessible formats of this document will be provided upon request. Please contact ____ name, phone, email, address, to request this document in a different format.
  • The ____ office/department/bureau is committed to providing reasonable accommodations to individuals with disabilities. If a disability-related accommodation, an alternate format of a document is needed, or if there are questions concerning accommodations, please contact ____ name, phone, email, address.
  • The ____ office/department/bureau is committed to providing reasonable accommodations to individuals with disabilities upon request. You may contact ____ at (phone number, address, email) to request an alternate, accessible format of this document.
  • If you are a person with a disability and require an alternate, accessible format of this document, please contact (phone number, address, email).

What is a cost disclosure?

Per MCA 18-7-306, cost disclosures are required to be printed on all publicly distributed printed materials, excluding personalized items such as business cards, letterheads, envelopes, etc. They must contain the following statement to be printed on the exterior cover, the same size type as the body copy of the publication and boxed in a one-point rule.

"____ copies of this public document were published at an estimated cost of $______ per copy, for a total cost of $______, which includes $_____ for printing and $_____ for distribution."

"This document was produced by ____ department and was printed at state expense. Information on the cost of this publication can be obtained by contacting ____ name, phone, email, address."