Best Practices Webinar: Accessible Office Documents

From the U.S Access Board

Section 508 Best Practices: Accessible Office Documents

May 26, 2020
1:00- 2:30 pm ET

Presenter:

  • Nicshan Floyd, U.S. Department of Homeland Security’s Office of Accessibility Systems & Technology

US Access Board logoThe updated 508 Standards apply to many types of documents that federal agencies generate on a daily basis. This session will explain the different types of electronic content covered and review how to make various file formats accessible, including Word documents, PDFs, spreadsheets and PowerPoint files. The presenter will review best practices and resources developed by the Accessible Electronic Documents Community of Practice that are helpful to all types of federal employees who are responsible for creating, posting, and distributing electronic content.

For more details or to register, use this link to accessibilityonline.org.

Questions can be submitted in advance of the session or can be posed during the live webinar.

The Section 508 Best Practices Webinar Series provides helpful information and best practices for federal agencies in meeting their obligations under Section 508 of the Rehabilitation Act which ensures access to information and communication technology in the federal sector. This webinar series is made available by the Accessibility Community of Practice of the CIO Council in partnership with the U.S. Access Board.

Note: Registration closes 24 hours before the start of the session. Instructions for accessing the webinar on the day of the session will be sent via email to registered individuals in advance of the session. Communication Access Realtime Translation (CART) and Video Sign Language Interpreters are available for each session and will be broadcast via the webinar platform. A telephone option (not toll-free) for receiving audio is also available.

 

Section 508 Webinar – Accessible Office Documents

The following announcement comes from the U.S. Access Board:

Section 508 Best Practices: Accessible Office Documents

May 26, 2020
1:00 – 2:30 pm (ET)

Presenter

Nicshan Floyd, U.S. Department of Homeland Security’s Office of Accessibility Systems & Technology

Description

US Access Board logoThe next webinar in the Section 508 Best Practices Webinar Series will take place May 26 from 1:00 to 2:30 (ET) and will cover the accessibility of electronic documents. The updated 508 Standards apply to many types of documents that federal agencies generate on a daily basis. This session will explain the different types of electronic content covered and review how to make various file formats accessible, including Word documents, PDFs, spreadsheets and PowerPoint files. The presenter will review best practices and resources developed by the Accessible Electronic Documents Community of Practice that are helpful to all types of federal employees who are responsible for creating, posting, and distributing electronic content.

Register

Use this link for more details or to register.  Questions can be submitted in advance of the session or can be posed during the live webinar.

The Section 508 Best Practices Webinar Series provides helpful information and best practices for federal agencies in meeting their obligations under Section 508 of the Rehabilitation Act which ensures access to information and communication technology in the federal sector. This webinar series is made available by the Accessibility Community of Practice of the CIO Council in partnership with the U.S. Access Board.

 

 

Humanware: Braillant BI 40 refreshable braille display

Mainebiz mag discusses Accessibility

This week’s Mainebiz, a statewide magazine for Maine’s business community, published an article, How to make your website accessible to everyone written by two attorneys from law firm Brann & Isaacson in Lewiston.

The article minimally notes the merits of web accessibility and perhaps over-emphasizes the legal perils, focusing on the fact that  “…in recent years, thousands of ADA lawsuits have been filed alleging website inaccessibility — more than 2,000 such federal suits were filed last year.”

The article is short on providing any real guidance to Maine business owners, so we took the opportunity to add a comment to the article noting the significant free resources Maine CITE makes available on the topics of Accessible Web Design and Accessible Digital Documents.

The article briefly mentions how “…it (accessibility) should increase sales…” when in fact, accessible websites provides opportunities for more customers, perhaps millions of customers worldwide, to readily access the products and services of Maine businesses.

Free resources for Web Accessibility may be found here on the Maine CITE website…

Free resources for Accessible Digital Documents may be found here on the Maine CITE website…

New law promises to make federal websites more accessible

From the Partnership on Employment & Accessible Technology (PEAT):

The Integrated Digital Experience Act (IDEA)

US Capitol DomeThe year 2018 closed with the passage of the 21st Century Integrated Digital Experience Act (21C-IDEA) in December, which promises to make federal websites more accessible, user friendly, and secure.

This new law requires federal agencies to modernize the websites and digital services they offer, according to eight specific criteria, including accessibility for people with disabilities. All federal agencies in the Executive Branch must already meet the accessibility standards of Rehabilitation Act Section 508, as codified in the Section 508 Rule published by the U.S. Access Board.  However, 21C-IDEA is noteworthy for several reasons, including its emphasis on increasing agencies’ compliance with Section 508.

Within 180 days of the law’s passage, all new and redesigned federal websites must comply with the new criteria, and agencies must submit plans to Congress for how they will accelerate the use of electronic signatures.

21C-IDEA also requires federal chief information officers (CIOs) to coordinate with other executives and ensure that departments plan adequate funding and resources to execute these requirements.

The provisions include several significant requirements to make federal websites more user friendly, usable, and robust for all users, including a requirement that digital formats of all paper-based forms be available within two years. Under the requirements of 21C-IDEA, federal websites must:

  • provide a customized digital experience to individual users
  • maintain a consistent appearance
  • be fully functional and usable on common mobile devices
  • use an industry-standard secure connection
  • contain a search function that allows users to easily search content intended for public use

These user-friendly requirements overlap substantially with principles of Universal Design, and their use by federal agencies should help make federal websites easier to use for everyone, including people with disabilities.

 

PDF conversion tools and services

Digital DocumentsA frequent request that we receive at Maine CITE is for assistance in converting complex digital documents into an accessible format. Often these are documents that have been converted to Portable Document Format (PDF) and the original document may no longer be available. The requests often come from organizations and institutions that have a large volume of these types of documents and lack the time and skilled personnel to successfully convert these digital documents into accessible digital documents.

Below we have pulled together list of some “tools and services” that can assist in this process. Thanks to Jiatyan Chen of Stanford University, Damian Sian of Princeton University and Tristan Price of Mt. Hood Community College who generated the initial list.

Note that these companies and tools vary extensively and some tools are free and others are fee for service.

Services

SensusAccess – SensusAccess is a self-service, alternate media solution for educational institutions. SensusAccess allows students, faculty, staff and alumni to automatically convert documents into a range of alternate media including audio books (MP3 and DAISY), e-books (EPUB, EPUB3 and Mobi) and digital Braille. The service can also be used to convert inaccessible documents such as image-only PDF files, JPG pictures and Microsoft PowerPoint presentations into more accessible and less tricky formats.

CommonLook – NetCentric Technologies, a global leader in document accessibility, provides software products and professional services enabling faster, more cost-efficient, and more reliable processes for achieving compliance with the leading PDF and document accessibility standards, including WCAG, PDF/UA, and Section 508. CommonLook software makes the creation, remediation, and management of accessible PDF and Microsoft Office documents easier than ever before.

247 Accessible Documents – On-demand Accessible Documents – Upload a Document and receive an Accessible PDF, Accessible Word Document or an Accessible PowerPoint that meets Accessibility Standards & Guidelines 2.0 in 5 days.

inclüd – Accessible content conversion, creation, and consulting services, inclüd provides institutions with a path to accessible information, ensuring that those with exceptional needs can access content tailor made for them.

Equidox Equidox is an automated solution that simplifies the process of discovering, converting, and publishing PDF documents to WCAG 2.0 compliant HTML. Manual PDF to HTML conversion requires a significant amount of time and extensive HTML knowledge. Not only is manual HTML conversion less efficient, but it can also introduce errors. Equidox automates the conversion process, and saves organizations time and money.

BrailleWorks – Braille Works is a solution for repair or remediation of your documents so organizations can meet WCAG and 508 compliance standards. WCAG and Section 508 document compliance can be difficult and navigating these waters is not a job for the inexperienced. Elements of a document such as paragraph structure, tables, charts, lists etc, need to be properly organized and tagged to provide true accessibility.

Tools

Adobe Acrobat Pro DC – The defacto PDF conversion tool. Includes an Accessibilty Checker to assess your PDF files.

axaio MadeToTagaxaio MadeToTag is an Adobe InDesign CS6 to CC plug-in to properly prepare InDesign documents for export as accessible, tagged PDF file – much more easier, faster and more reliable. The tagged PDF complies with the terms of the PDF/UA-Standard, the international standard for universally accessible PDF. PDF/UA is important to all organizations and companies delivering documents which have to be conform to regulations requiring accessible electronic content including WCAG 2.0, Section 508 in the US.

PDF Accessibility Checker (PAC 2) – PAC 2 quickly tests PDF files for accessibility. PAC 2 is used to support expert and affected tests during assessment. NOTE: The company offering this software, Access for All, is based in Switzerland, you may need to use translation to understand the content.