Case Study Examples and Step-by-Step Instructions to Convert Word Documents to Section 508 Compliant PDFs

Amazon’s Efforts to Make Kindle Devices Accessible

owl-158411_640 from PixabayBy consulting with the Royal National Institute of Blind People, Amazon plans to bring greater accessibility options to the new Kindle HDX tablets.

See Good EReader’s full article, Royal National Institute of Blind People Consulted by Amazon in Kindle HDX Development for additional details and features.

 

For 508 Compliance, Tell, Don’t Show

microphoneDoesn’t sound right, does it?  Writers are always advised to “show” not “tell” when they write.

The context of that advice, however, is mostly for writing evocative fiction or highly descriptive or sensory text.

Technical writers and instructors also follow the “show, don’t tell” advice because visual cues enhance learning.

Even in printed documentation, call out boxes, lines, graphics, graphs, and tables are all used to help convey information by the most easily digestible means possible.

Tables and Other Visuals

Tables are certainly an awesome way to break down complex data into visual sets, but they are the bane of a 508 compliance specialist’s existence.  There’s just no quick or easy way to make assistive reading devices “translate” that visual information.

It takes a lot of creativity to translate all those awesome visual elements in documentation to:

  1. a verbal or textual representation of the visual, and
  2. text that actually makes sense when read aloud.

This is why I tell writers and anyone else involved with 508 compliance to “think audibly”.

Think Audibly

tell don't showImagine that you are responsible for “telling” someone what’s going on or how to do something, but that person can’t see you or any examples.

You have to “tell” him audibly.

You have to use your spoken words to convey all the information.

THEN, you have to put those words into text for documentation.

There is a significant difference between the spoken word and the written word.  The language and basic communication are the same, but the written word is still somewhat of a visual medium.  We learn to read by recognizing shapes and combinations of letters.  When we read, we’re absorbing symbols for the language and translating them in our heads based on all our previous knowledge and experience.

Think about how you read.  You don’t identify individual letters.  If you’re a fast reader, you may not even consciously identify all the individual words in a sentence.  You grasp the concepts and move on.

Those visual shortcuts aren’t the same with audible communication.  You have to think audibly.  Most of your 508 efforts will be read aloud, so think in terms of audible communication.  THEN, put those words on paper…or word processor.

Use All the Tools

That doesn’t mean that we won’t still use visual images and cues to enhance learning in written and multimedia materials.  Of course, we will.  We still have to communicate effectively and meet the objectives.

Though, for 508 purposes, it’s best to reformat tables into segmented textual lists – until technology adapts to visual cues and complex table functions.

However, we’re not going to stop using an effective tool.  We just need to add a few tools to think ahead for 508 compliance.  If you know that you need to make the material 508 compliant, I advise writers to “tell” more while they’re also “showing”.

Descriptive Text

Even the original advice to writers to “show, not tell” wasn’t meant literally.  That advice refers to using evocative and descriptive text…not images and graphs.  That advice doesn’t go away.  Descriptive text is essential for communicating a full concept through text.

Maybe that’s a better way to think about it.  Images, graphs, and tables should be supplemental…to support the text, but the text should be able (for the most part) to stand on its own as a full representation of the information or concept…even if some of the text is in an alt-tag.

 

DOJ 2012 Section 508 Report to the President and Congress

DOJ 2012 Section 508 ReportDid you know that reports on Section 508 status and compliance had to be submitted to the President and Congress?  Actually, the Attorney General has to submit reports.

Among all the other legalese in Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. § 794d), the Attorney General is directed to submit reports to the President and Congress with the status of federal agency compliance.

DOJ 2012 Section 508 Report to the President and Congress

The latest report was issued September 2012 – Section 508 Report to the President and Congress: Accessibility of Federal Electronic and Information Technology

The findings are based on the 2011 survey questions sent from the Attorney General/DOJ (Department of Justice) to the heads of all federal departments and agencies.  The report summarizes the findings and documents the statistical details gathered for all survey data.

DOJ Press Release

The DOJ press release about the report summarizes the findings even more concisely.

“While the survey results indicated that a good deal of the EIT used by federal agencies is accessible, the department believes that there are simple steps that, if taken, can increase the extent to which federal EIT is more usable by people with disabilities.  In this regard, many of the department’s recommendations are designed to improve an agency’s procedures and processes to better implement the requirements of Section 508.”

“Agencies reported facing challenges in ensuring accessibility of software or multimedia they develop, in providing training and support for all staff who need information about Section 508 compliance, and in identifying specific Section 508 requirements, as opposed to general standardized language, to be incorporated in their procurements.”

Thomas E. Perez, Assistant Attorney General of the Civil Rights Division is rather succinctly quoted in the press release summarizing the general need for Section 508 compliance.

“Technology and technological innovations can improve everyone’s lives.  However, if technology is not accessible, persons with disabilities can’t benefit from those improvements.  It is not terribly difficult or expensive to ensure that technology is accessible, but accessibility has often been an afterthought. Modifying existing technology to make it accessible is much more difficult and much more expensive than designing technology in an accessible manner in the first place.”

Solving the Problem with a Plan

Section 508 ChecklistExperience and statistics both show that documenting specific steps and procedures resolves many of the issues addressed in the DOJ’s recent report.

Developing environment/project specific documentation with SPECIFIC steps provides training, understanding, and consistent results.  The entire process should be documented with detailed instructions, illustrations, and examples for initial training and supplemental reference.

A checklist of all the procedural tasks should also be published so everyone involved performs the necessary tasks consistently.

The Step-By-Step Guide to Section 508 Compliant PDFs serves as base documentation for processing Word to PDF files for Section 508 compliance.

Buy the Book

Minor adaptations for specific agencies/documentation project needs can certainly be modified quickly and easily for a complete documentation set of instructions, procedures, and checklists.  For standard tasks and projects, the book alone may cover all training and procedural needs.

For additional assistance, the author also provides training, assistance, or custom documentation as needed.  Inquiries about services and availability can be submitted through the Contact page.

 

USDA Posts PDF Checklist for 508 Guidance


pdf checklist image

The USDA has a posted PDF Checklist for 508 Guidance.  Additional resources are available from the USDA at http://www.la.nrcs.usda.gov/about/disabilityprogram/.

In addition to the PDF Checklist, the USDA provides the following checklists for 508 guidance.

 

caBIG Checklist and Video – Overview of 508 Compliance in MS Office Documents

Checklistchecklist

The cancer Biomedical Informatics Grid (caBIG) provides a helpful checklist for Section 508 compliance in Microsoft files (Word, PowerPoint, and Excel).  The direct link to the Word doc checklist is https://wiki.nci.nih.gov/download/attachments/21700560/MakeMSOfficelFileSection508Compliant110408.doc.

Screencast Video

If you have 15 minutes to spare, there’s also a pretty good screencast video briefly demonstrating some of the automated and advanced features in Word and PowerPoint as they apply to Section 508 compliance.

The direct link to the screencast video is http://cabigtrainingdocs.nci.nih.gov/caBIG-Section508/caBIG-Section508.html.  Watch how they caution or apply the following elements for compliance.

508 Compliance Elements

  • Headings
  • Formatting
  • Master Slides
  • Bullets
  • Table of Contents
  • Alt Text
  • Styles
  • URLs
  • Track Changes
  • Colors
  • Tables – Table Headers, Table Issues, Merged Cells, Page Breaks in Tables

File Properties

The checklist and the video are also good reminders to populate file properties.

  • Author
  • Title
  • Subject
  • Keywords
  • Language

Overview and Instructions

The caBIG screencast video and checklist are great introductions and overviews to some of the concepts addressed in 508 compliance.  If you’re looking for detailed steps with screen captures, illustrations, and examples, we, of course created the Step-by-Step Guide to Section 508 Compliant PDFs.

Our step-by-step guide focuses primarily on Word (doc and docx files) and Adobe Acrobat (pdf files), but the procedures are easily adapted to PowerPoint, Excel, or even InDesign or other advanced publication software.

The caBIG screencast video is a great supplement with visual examples of 508 compliance tasks in PowerPoint files.  Too, some of the examples in the video may give you some ideas for unique work-arounds for difficult source files.

Additional Resources

We do try to provide readers with as many quality resources as possible for all your print, web, and multimedia compliance projects.

Section 508 Best Practices Webinar on eFedLink

Webinar

Section 508 Best Practices Webinar on eFedLink

eFedLink has a video recording of the Section 508 Best Practices Webinar featuring three of the top 508 practitioners in the federal government.

A transcript, audio recording, and PDF download of the slides are also available on eFedLink at https://efedlink.org/allqual/resource-shared-webinars.cfm

Webinar Presenters

  • Jonni Burnham, Section 508 Coordinator, Department of Transportation
  • Al Hoffman, Office of Accessible Systems and Technology, Department of Homeland Scurity
  • Pat Sheehan, Section 508 Coordinator and Director of the Compliance Division, Department of Veterans Affairs
  • Moderator: Deborah Kaplan, Senior Advisor, Social Security Administration

Big Picture Policy Level

The webinar is very much a “big picture” perspective from a policy level.  If the policy and approach are applicable to your Section 508 needs, it’s certainly worth listening to experienced Section 508 gurus.

Buy the Book Section 508 Compliant PDFs

Step-by-Step Instructions

If you’re looking for step-by-step specific instructions, particularly for your Word and PDF documents, we can help with the Step-by-Step Guide to Section 508 Compliant PDFs.  We’ve also listed additional Section 508 Resources for your web, print, and multimedia needs.

 

 

508 Compliance, Bullets, and Read Aloud Functions

…interesting question from a reader today.  The basic issue involved bullets and how text readers or read aloud features recognized (or didn’t) bullets and subbullets.

I have a client who is having issues with bullets when creating compliant PDFs from Word documents. Are there certain bullets that should be used and others that should not at all?

In my testing, my reader reads a filled-in circle bullet as the letter H; any other bullet I use, the reader doesn’t read it at all. It just reads the next item as the next sentence. I can’t seem to find a bullet that is read as ‘bullet’.

Options to Fix the Bullet Issue for Reading Aloud

Down to the nitty-gritty, I first addressed options to resolve the issue in Adobe Acrobat.

Note:  Some options are “cleaner” than others, but as with many troubleshooting methods, the results count more than the means.

Detailed instructions and illustrated examples of selecting, backgrounding, attribution, assigning alt text, etc. are addressed in the Step-by-Step Guide to Section 508 Compliant PDFs.

Option 1 – Background Bullets

The best way, if the text flows well enough through the bulleted list, is to select the bullet and subbullet characters and background them.  The human brain does register bullets and subullets, but we don’t actually “read” them.  As such, backgrounding them usually works fine.

When You Have to Indicate Audible Bullets

There are rare occassions where the bullet character actually does need to be read aloud to substitute for the visual cue.  For those (truly rare) occassions, there are a couple of options, but both take a bit of time and effort.

Option 2 – Alt Text Each Bullet

You can select each bullet or subbullet character and designate each as an image/object rather than text.  Then you can enter “bullet” as the alt text to be read aloud.

Option 3 – Alt Text the Entire Bulleted List

For those truly annoying cases where selection of the bullet or subbullet insists on joining the associated text, you can select the entire bulleted list and designate it as an image/object rather than text.  The alt text would then read something like:

Bullet Actual text here.

Bullet More actual text here.

Sub Bullet Even more text.

Sub Bullet Yet more text.

Bullet Last bit of text in the list.

Instead of “bullet” or “subbullet”, you could also be very precise and type out “First bullet”, “First bulleted item”, etc.

Beyond the Resolution – The Story Behind the Bullet Issue

To address the root of the bullet issue, I explained a bit about why bullets can cause issues with text readers, read aloud features, and 508 compliance.

No Universally Designated “Bullet”

To my knowledge there isn’t a “universal” character that’s always read as “bullet” aloud.  Microsoft Word DOES use a DEFAULT set of characters for bullets and subbullets (like the common round dot and hollow dot or bullet).

Word, however, like most word processing and documentation tools, is also highly customizable.  You can designate pretty much any character from a font set or item from a symbol set as a bullet or subbullet.

Nonstandard Bullet Examples

For one example, I use a square character with a “drop shadow” - CheckBoxBullet – for bullets on check lists.  It’s resizable like any other font character, and on paper, it looks like a check list folks can actually mark.

As another example, I’ve also had customers/clients request a dash or hyphen symbol for the subbullet rather than the hollow dot.  It all depends on the style guide or preferences of the client and the human readers/audience.

Complications with Bullet Recognition

Because there is no official or designated symbol for bullets or subbullets, I highly doubt many text readers are programmed to read the character as “bullet” when read aloud.

It IS possible that Adobe’s read aloud feature, Kindle’s text reader, or some other third party read aloud software could have custom code to read a specific character as “bullet” or “subbullet”, but the reader software would have to know exactly which character would be used as a bullet or subbullet and know the exceptions (like the same dot-like character used in a sequence for dotted borders and other objects).  THEN, it would all have to be custom coded.

Feasibility

Since 508 Compliance is only mandatory for government related material, and “passing” for compliance is still a bit subjective, I just don’t think the need for detailed custom code (per reader software, per word processor, per language, per character, plus exceptions, etc.) is justified for most of the reader software companies.

Buy the Book Section 508 Compliant PDFsNeed Detailed Instructions?

Detailed instructions and illustrated examples of selecting, backgrounding, attribution, assigning alt text, etc. are addressed in the Step-by-Step Guide to Section 508 Compliant PDFs.

 

Are Your PDFs Accessible to ALL Readers? Probably Not.

Section508CompliantPDFs.com presents Are Your PDFs Accessible to ALL Readers? Probably Not.

“See” your PDFs through the eyes and hands of others.

If you want to make sure ALL readers have access to your PDFs, the  Step-by-Step Guide to Section 508 Compliant PDFs may be exactly what you need.

Written for NON-techies, steps and examples are detailed and illustrated with multiple highlighted screenshots.

What is Section 508 Compliance?

Section 508 is the general description we use to refer to Section 508 of the Rehabilitation Act of 1973, as amended 29 U.S.C. § 794(d).  …and yes, the actual document is just as dry as it sounds.  If you really want to read it, you can search for 29 U.S.C. § 794(d) online or see Access-Board.gov.

In plain English, though, Section 508 basically says that

  1. Equal access to office systems (electronic and information technology) should be provided to Federal employees with disabilities
  2. Equal access to government information should be provided to those in the general public with disabilities.

There is, of course, an “undue burden” aspect, but that’s for the legal experts to examine.  For our purposes, Section 508 tells us that government materials (on websites, documentation, and other media) should be readily accessible to people with visual, auditory, or motor disabilities.