Section 508: NIH Meeting (July 30, 2008)Prudence Goforth Dick Stapleton Web Communications and New Media Division
Agenda- Introduction
- Section 508
- NIH’s Compliance Issues
- PDFs: Myths & Guidance
- PDF Tools
- Word Docs: Myths & Guidance
- ZIP Files
| - Video Files
- Broken Links
- Archiving
- Unapproved Domain Names
- Fixing the Problems
- Section 508 Remediation Planning
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NIH Web Presence![Against a background image of the NIH Web home page are two ovals containing text: 20,433,281 Section 508 issues in one oval and 1,308,429 broken links in the other oval. Against a background image of the NIH Web home page are two ovals containing text: 20,433,281 Section 508 issues in one oval and 1,308,429 broken links in the other oval.](/web/images/nihjuly08_3.bmp)
Section 508: Why Comply?It’s the right thing to do: - 28,000,000 people in the United States—approximately 10% of the population—are deaf or hearing impaired.
- 11,400,000 people have visual conditions not correctible by glasses.
- 6,400,000 new cases of eye disease occur each year.
- 2,800,000 people are visually handicapped from color blindness.
- 1,100,000 people are legally blind.
- Add those with dexterity issues and we’re talking 20% of the U.S. population.
And it’s the law.
Letters of Non-Compliance- WHO:
- Accessing Digital America (ADA)
- A non-profit Section 508 advocacy organization
- WHAT:
- Determine U.S. government compliance with relevant accessibility standards and statutes
- WHEN:
- Survey of federal Web sites began October 1, 2007
- HHS/OGC received first Letters of Notice in November
Scope of the Problem- Initial HHS Web site inventory
- 1.6 million Web pages
- 22.4 million 508 issues
- Average of 14 accessibility issues/page
- 1 million broken links
- Average of almost 1 broken link/page
May grow significantly as OpDivs submit inventories Does not cover attached files (DOC, PDF, PPT, etc.)
NIH Broken Links & 508 IssuesSelected Web Sites | Number of HTML Pages Scanned* | Broken Links | 508 Issues |
---|
ClinicalTrials.gov | 22,463 | 56,291 | 33,828 | Genome.gov | 879 | 2,311 | 42,504 | Grants.nih.gov | 2,134 | 18,745 | 34,333 | NIHSeniorHealth.gov | 4,973 | 13,657 | 239,248 | www.jobs.nih.gov | 80 | 15 | 4,259 | Edrn.nci.nih.gov | 2,562 | 3,751 | 48,791 | | | | | NIH TOTAL→ | 725,786 | 1,308,429 | 20,433,281 | NIH Average Problems per Page | 1.8 | 28.15 |
Other NIH Document Types not Scanned: PDFs, WORD docs, ZIP file, PPTs *Last Scan Date: 5/30/08
Word Myths & Facts- Myth:
- Word DOCs are easier for people to use.
- Fact:
- Word DOCs require the user have MS Word. (Proprietary software)
- The Better Choice: Straight HTML
- Word DOCs should be the choice only when the file needs to be modified by the end user.
PDF Myths & Facts: Signed Documents- Myth:
- PDF files necessary to show signature.
- Fact:
- U.S. Code proscribes handling signature as text.
![Image showing a typed name between 2 forward slashes on a line above the same typed name as the legal way to indicate that a document has been signed. Caption: “proper signature, treat as signed, section 1.4(d)(2)” Image showing a typed name between 2 forward slashes on a line above the same typed name as the legal way to indicate that a document has been signed. Caption: “proper signature, treat as signed, section 1.4(d)(2)”](/web/images/nihjuly2008_9.png)
- The Better Choice: Straight HTML
PDF Myths & Facts: “Etched in Stone”- Myth:
- If I post the file as a PDF, no one can change it.
- Fact:
- There are any number of freeware and software apps that alter PDF was easily as HTML.
- The Better Choice: Straight HTML
- Use PDF when a formatted document needs to be reproduced by the end user.
Guidance: Making Accessible PDFswww.hhs.gov/web/policies/pdfaccessibility/index.html ![Microsoft Word uses menus, tool bars (shown), icons and other controls to format documents, uses special features, and tracks changes made for editing.](/web/images/wordtoolbar.png)
Tools: Adobe Acrobat Pro Essential for making compliant PDFs- Department standard for creating and/or verifying 508-compliant PDF documents
Tools: Adobe Acrobat Pro v9 Who needs it; How to buy it- Single licenses are available through NIH
(www.cdwg.com/dhg). - Both v8 and v9 being shipped until v9 is onto approved software list
- Upgrade vouchers for v8 copies bought after 5/ 1)
- Not required on every desk top
- But needed by everyone who regularly creates PDF files for Web (or email sharing)
- Some offices may consolidate 508 PDF function
Tools: CommonLookSupplement to Adobe Acrobat Pro (advanced tool) - Valuable for tagging complex tables and other non-textual content
- Steep learning curve
- Limited need
Tools: JAWS / Window Eyes / ZoomText Screen Reader (Testing PDFs)- Window Eyes
- Easy to use ($895 retail)
- Inexpensive
- Best for forms
| ![The text, Window-Eyes, against a background of 3 screenshots of the product The text, Window-Eyes, against a background of 3 screenshots of the product](/web/images/nihjuly08_15.png) | - ZoomText 2 Magnifier/Reader ($595 retail)
- Less expensive
- Easier to use
- Will catch all errors
| ![ZoomText software box ZoomText software box](/web/images/zoomtext.png) | - JAWS ($1,095 retail)
- Not the easiest to use
- Too smart! (corrects some errors w/o reporting)
- Available on GSA Schedule, contract number GS-35F-0330J ($866.15)
| ![JAWS logo:The text, JAWS for Windows screen reading software, Freedom Scientific, against a blue background with a grey grid JAWS logo:The text, JAWS for Windows screen reading software, Freedom Scientific, against a blue background with a grey grid](/web/images/jawslogo.png) |
Tools: HHS 508 Lab- Available to offices/programs lacking access to 508 remediation or testing tools
- Available for training
- Equipped with all major tools
- Adobe Acrobat Pro
- CommonLook
- Window Eyes (soon)
- JAWS
- ZoomText
- Policy Tester (soon)
All Videos Must Be CaptionedNIHSeniorHealth.gov: The Nun Study on Alzheimer’s Disease
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Quick: What’s the Most Visited Page on HHS Web Sites?![big question mark](/web/images/qmark.png)
![hhs.gov Page Not Found page screenshot](/web/images/pagenotfound.png)
Broken Links: What To Do- Try to fix it
- Check the URL for typos (rare)
- Try to find the appropriate page or file being linked
- Delete it or comment it out
- Record the link
- Notify the page owner
- Reinstate if replacement link is found
508 Compliance: Clean Out the Basement![cluttered basement](/web/images/basement.png)
Archive Outdated Content 508 Exempt!Header: Footer: ![archive footer](/web/images/archivefooter.png)
508 Compliance: Clean Out the Basement This is your very best friend. Use it wisely. Use it a lot.
- Eliminate old PDFs and DOCs
- Eliminate PowerPoints
- Eliminate old videos, Webinars & podcasts
- Ask yourself, “Is retaining this content worth the cost of making it 508 compliant?”
Unapproved Domain Names![2 screenshots of NIH sites that do not have approved domain waivers on file: http://www.marijuana-info.org and http://www.teensmoking.org. 2 screenshots of NIH sites that do not have approved domain waivers on file: http://www.marijuana-info.org and http://www.teensmoking.org.](/web/images/nihjuly08_26.bmp)
Web Inventory
508: Contracting Language- Acquisition policy provides language applicable to Statements of Work (SOW) or Performance Work Statements (PWS)
- Covers all Web sites & content for Web sites
- Covers communications materials including reports, documents, charts, posters, and audio or video materials
- Placed on a department-owned or department-funded Web site
- Intended for public or internal use
508: Grants Language
508: HHS Guidance & Standardshttp://www.hhs.gov/web/508/index.html
508: “Accommodations”- Provide on-demand access
- Braille
- Large type
- Someone reads the content
- Web Council Committee to determine guidance
- Document size
- Document Complexity
- Potential demand for content
- On-demand accommodations has its own cost
508: “Accommodations”- Provide access to help on file-by-file basis
- Approval required from WCD before doing this
![Screenshot of the list of Appendices found on the FDA Web site, at http://www.fda.gov/cvm/CloneRiskAssessment_Final.htm. Highlighted words provide example of text to use with non-compliant files to provide a contact for individuals with disabilities having difficulty with the file. Screenshot of the list of Appendices found on the FDA Web site, at http://www.fda.gov/cvm/CloneRiskAssessment_Final.htm. Highlighted words provide example of text to use with non-compliant files to provide a contact for individuals with disabilities having difficulty with the file.](/web/images/nihjuly08_32.bmp)
508 Compliance & Remediation (C&R) PlanFive-year Phased Approach
508 Compliance & RemediationPlan Implementation Priorities - Web infrastructure (html code)
- Demand (most viewed or downloaded)
- Interactivity (forms and training)
- Agency/OPDIV mission critical
- Disabled audience specific
What’s Next?- Stay focused when dealing with 508 issues
- 508 is the law; we must comply
- 508 is the right thing to do
- Serving the disabled is integral to HHS mission!
- Review your business processes – build in compliance and maintenance [all contracts]
- Prepare to be brutal with your Web
- 20% of your pages do 90% of your work
- 25% of your pages do nothing
- Delete or archive non-compliant legacy content!
508 Compliance & Remediation Site Cleanup- One major cornerstone of remediation is the removal of expendable Web sites and legacy files
- Deleting obsolete sites and content
- Archiving dated sites and content
- Eliminating orphan sites
- Removing duplicate content or pages
- Consolidating disorganized content
- Is this page/site/file worth the cost of remediation?
508 Standards/GuidanceThe following standards are planned or in development: - Alternative Text/Long Description
- Audio *
- Excel Files
- File Formats and When to Use Them
- HTML Tables
- Converting Scanned PDFs to OCR **
- How to Use Watchfire Policy Tester *
- Image Maps *
- Interim Approval for Non-Compliant Documents
- Making PowerPoint 508 Compliant
- Plug-ins
- Regulation and Federal Register Notices
- Skip Navigation – Standards and Policy
- Compressed Files *
- Managing Old Content *
* Out for comment ** Not started
508 Training Course Development- Testing Document Accessibility
![green checkmark green checkmark](/web/images/greencheckmark.png) - Creating Accessible Word Processing Documents (and email!) I
& II - Creating Accessible PDF Documents I & II
- Creating Accessible Power Point files
- Creating Accessible HTML I & II
- Creating Accessible Excel Files
- Creating Accessible Multimedia
- 508 and Contracting
- Developer Certification
508: Checking Compliance
WCD Enterprise-wide Support- Compliance and remediation management
- Inventory and progress reports: monthly
- Tools: analysis, selection and instruction
- Guidance: step-by-step instructions
- Standards
- Training: 12 modules planned
- Acquisition language/verification assistance
- We are the 508 “Help Desk”
WCD Enterprise Supportwww.hhs.gov/web/508 ![Screenshot of the Web page, http://www.hhs.gov/web/508. This page contains links to all of the Section 508 material developed to assist the family of HHS agencies in making their sites 508 compliant. Screenshot of the Web page, http://www.hhs.gov/web/508. This page contains links to all of the Section 508 material developed to assist the family of HHS agencies in making their sites 508 compliant.](/web/images/nihjuly08_41.png)
WCD 508 Contacts
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