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Hi... my name is Antonio HaileSelassie. I support the agency for
Section 508.
I provide technical guidance
this session's on electronic content and documents
what we're gonna do is
kinda give you an overview of electronic documents...
why we have to make them compliant...
talk about some best practices...
and give a demonstration of how to put those best practices
into action.
So, what is section 508?
In nineteen ninety eight Congress amended the Rehabilitation Act of 1973
to include Section 508
which provides people with disabilities opportunities to gain meaningful
employment with the federal government
and reflects the focus on technology.
We also have our section 508 policy... NPR 2800.2
which you cannot just go on line take a look at
and what that does
is it provides guidance on,
you know, what key stakeholders are responsible for
and in addition to that kind of clarifies some of the
issues or problems that we may have had to past with Section 508 and some of the
gray areas.
So why electronic documents? Why do we have to try to make Electronic Documents accessible?
The Access Board's Technical Standard 1194.22,
web based internet/intranet information and application
applies to Electronic Documents at the point that they're distributed
over an internet
or the... over an intranet
or the internet
to the public or federal employees
via NASA external or internal websites (FTP,
HTTP, et cetera),
email file-sharing (sharepoint or other document management system),
or other electronic means.
For a long time people would say, "you know
email does not to be section 508 compliant."
or, "you know if I sent a PDF over
email we don't have to make that comply.
It only needs to be comply if we put it
or our website."
Well, that's not true
The standard itself is titled, "web-based
internet and intranet
information
and applications
and certainly email
and Electronic Docments would fall into that category.
Electronic documents created and stored for individual use
are not required to comply with section 508 accessibility standards.
So, if you are created appli..
a document for yourself to view
or you just have it stored on your computer
... also anything stored for archival purposes would not have to comply.
-Audience Response- Sure, please ask your question.
Audience: Archival purposes? Is this personal archival purposes or can you say you've created XYZ doumnent, placed it on the web, and then stored it there?
No, not if it's available on the web.
But, if it's...
if it's stored, say for example you have a server
and you're just keep being documents on the server.
Sure, you may access them later
... but, if you're just storing them in some server somewhere
but they're not displayed online
or you're not sending them to the e-mail or anything like that
than those don't need to be compliant
... but
when you're sending them, displaying them, presenting them in some way
they would have to comply with Section 508.
Common examples:
email
spreadsheets, word processing documents
portable document format or PDF
uh... commercial office document suites like uh...
microsoft office, openoffice
GoogleDocs, star office, Lotus, etc.
Things like Excel. Even this PowerPoint needs to be accessible.
if i were to distribute it
again leaving a right here on my computer
and i'm just using it to show you and display to you
doesn't need to be such a father compliant
but when i post them on the web if i send it to you via email
it is to be sex to file a complaint
thus far lah policy as i said earlier our policy kind of
gave a little more information some of the great areas
and as i say when i first got here at unity there were some issues with
electronic documents and some confusion
a policy actually clarifies that
two point three point one point one
official communication shall be made excess lable two persons with
disabilities
official communication
refer specifically to communication by federal agency
to employees that contain information necessary
but those employees to perform their job functions
or communication by federal agency to members of the general public
it contains information necessary for the conduct of official business with
the agency
examples of such electronic onto me for the email messages were documents
pediatr documents and other types and formats
so for example i got a
email that says
to come to deo c_i_o_'s
christmas party
does any of the session filed a complaint
because important thing here
is it doesn't contain information necessary for me too
performance dot please
you'd be good if they were section friday compliant
but i don't if i go to support a dog over christmas party
i guess so perform a job
if person a communications saying
are antonio out record some communication saying
we have a meeting
you know it in the auditorium or there's some type of conference going on
that we need to be section five a_ complan
because that
this part of my job duties
continuing with the policy two point three point one point to broadcast
emails and you know is generated by web applications
will comply with the applica bles section five or technical standards
broadcast emails as defined in the standard
but those emails just to go back
it says the emails generated by web applications
so for example there's a lot of mail applications and send up automated
emails there's a lot of applications that actually produce
p_f_ documents for example
that would be included here
buying uh... so broadcast emails as the file a standard of those emails set
by nasa civil servant contractor or pointy
to any group or less comprise of persons
some of home are not personally known to the sender
am i make a comment on that
i get a lot of times where people say and descending into uh...
and my team
i'm sending an email to my team of four or five people
anderson and none of them are set our our disabled
planning to make that section five reply
answers for that you need to make that sort of a component
you know that i'm a disabled absolute
you need to make that section finally compliant
because
you don't know
all of your group is not disabled
we talked earlier in the awareness training about color blindness
or other disabilities of people don't disclose
you may not even realize it someone
in your own team
is disabled in some way
and they don't have to tell you
but used do need to provide accessible technology to them excess will documents
except to
accessible information
as final documents intended for distribution to other federal employees
or to members of the public seeking information services
uh... and electronic documents as we said this in the policy
cartwright documents created and stored on individual workstations
are not required to comply with certifiably accessibility standards
documents
sounds scary
that means
uh... you're probably listen to me and saying
my goodness
have all these emails i send out every day i don't even know if they're
excessive or not
or have p_d_ assets and ton of p_b_s_
i'd just yesterday too
to my group for us and that some p_d_a_s or i sent some
uh... word documents to
to the center
you know when he does this communication to let you know
when these slides are going to be available or windy videos are gonna be
available
he's gotta send the section faraway compliant
uh... document to you
so it's a little scary at first when you hear that
let me let you know
creating
accessible documents
is not very complicated
it's not very difficult
you just gotta follow a few best practices
first we're gonna place continental article reading order
now keep in very simple void complex lay outside bars on the one imitation when
possible
as i make it difficult to maintain a logical reading order
andar se here when possible
simply because there are times where
you may need to produce a complex document
but if you're sending any email he sent something simple just keep it simple
avoid embedded multimedia
again some most documents uh... production
uh... software does not necessarily allow for multimedia
but there are some the deal
so if you used
all embedded multimedia would mean synchronize captions an audio
descriptions
r_u_ style elements of format your document
for example you style on the street headers
the place that is in a logically consistent incremental reading work
for example
document should not jump from having one
for having four
this is not necessarily a section five oh eight
uh... standard
uh... it just excessive billy simple accessibility
can so it's a best practice that we've put in here
views the native applications styling functions for boating numbering top
reformat it lists as a tool to make you a successful
insure everybody knows of the list is that you have those dot so you have one
two three four
instead of using
one
uh... parentheses or one
uh... period
and then you type it out
instead of doing that
go ahead new use for example words uh... tools for making lists
that way
when someone using a system knology comes across at lest they know that it's
a list
they've been confined
problematic we determine what level it is
the sometimes if you have for example
an outline of some sort
you know you have levels of one you have a_t_c_
well actually you confront did the down
acidic now's the can sometimes problematic we determine what level that
is
as opposed to just typing it
insure all images than other non text elements
for example graphs illustrations images of data tables
clip art
uh... audio and video et cetera have alternate text
any image picture of a chart table graph tax or other not six element must be
fully
described textual lee
charts and tables must be described in greater detail which means putting
numbers
and what those numbers represent
uh... for basic images do not over complicate the description and only
provide information necessary to explain the main purpose of the image in the
context of the image
one thing is important to note
whenever you're doing
alternate text
you want your alternate text
sustained
basically you wanted
get your point across a deal to text
if it's
even if it's a charter graph
if you have a specific point that you're trying to get across with it autographed
uh... like for example i was doing some p_b_s_ mention this a bit earlier
almost p_b_s_
hi i'm getting all these charts and graphs
you know i'm having the type in all to test for all of these numbers and all
this information
the wax is the x-axis in
always data points
and it gets very complicated and time-consuming
when in actuality the scientists are other people are these experts
are simply trying to get a very simple point across i ran across one way i can
actually in fire with the point was
which was to simply show a progression
from say for example one percent to ten percent
over certain number of years
so whatever the title of the scrap was made it was sales for example
and they do it from nineteen ninety two two thousand their sales increased by
ten percent
well that's the simple point they were trying to get across so there's no point
for me put data points for nineteen ninety one percent
uh... for it
nineteen ninety-one two percent nineteen ninety two five four percent five
percent
if that data
is important what you're trying to get across
if you're trying to show
uh... some type of data sets
yes
he also attacks that gives all that information
but you just write a simple point across with a graphic or visual of some sort
alternate text that's equivalent to that
but embedding audio and video should be avoided
but if needed
tech sure equivalents for example transcripts texas christians or links to
texaco goods
should be provided
again there's a distinction here
this is not
audio
and a video
this is all you know or video
if your body you know he's a transcript if you have video some type of text
description should be fun
images and other not test elements are strictly decorative
are not required to have alternate text
administration argued example of that
avoid using tables for layout
everybody knows what a table is a for example word
we have and using it for lay out a set of data
has ever seen that
most times and use it for like forms or information
it's just that kind of organize it
you know you one of the four dat
the makers
word and other applications have pretty good
uh... features to be a bespeaks things out
if you're going to use a table
that's fine just use a table
but keep in mind
the screen readers and braille displays
we tables robot ro
left to right
so make sure you organized your information
going in that order
well by row left to right
because it's going to revolve are old enough to write so if you have
information that you're intending to go straight down a one column
and straight down another column
that assistive technology is not to read in that direction
so just remember if you're going to use layout tables organize it in that order
organizer for mation that poor
for dinner tables
make sure all column i wrote headers park clearly identifiable
applications like uh... acrobat
acrobat has pretty extensive
accessibility features to it i'd even a logitech tags information there
so you can actually described
this set of information this is a header this is a table here
and applications like word on this early have that
so what you're gonna use buchanan you some type of differential styling
to identify headers an actually break does have a means to define your headers
column headers
many many software dena
uh... you critic create iniki you can't really unique style called table header
or at the very least use bold or some type of larger font
at the very least
this helps reduce the distinguished headers from data in the table
uh... note there is a est technical standard choir mark up to be used to
associate
data cells with henderson's
with complex headers
i mean stool more logical levels of headers
not really possible with some document of element tools
so when possible try to keep it to a single roll of table headers at or
single column of of roe headers
when possible again
you always go with what you're required to do what you need first
uh... i just recognize that may need some excess billy remediation when
you're finished
do not use tab space bar in turkeys to format tables columns listed center
someone to what we're talking about earlier
usual built-in features for example a gesture margins
adjust your paragraph spacing
you can use insert table
to coat semantic structures
for content like headings paragraphs lifts
lists
sections headers footers
tables
is anyone
use words trawl feature
there's a draw table features whose has brought table
here to take a pencil
and drop on the table
you draw lines in the table
keep it that way
now
we don't want to use that
we don't want to drive cable because there's no way a proper matically um...
which is drawn it's literally a drawing
but if you're using
the insert table feature and i know what you're referring to with isn't dragging
you can choose the number
of uh... columns and they've got is fine
an excel so that as well later
that's fine
but draw feature also there's a the draw table you can see the movie
or you race lines
that changes the uh...
the structure of the table itself
would be able to use functions like merge
cells or delete cells
on and that's all of the oval
tom if you know anything about creating documents
pretty straightforward
okay you standard fonts to not
uh... your sponsor do not mapped to unit code i have the question earlier what is
your code
free from actually pretty simple
for example the letter m_ there's this little code that goes with the letter m_
that uh... the computer reads recognizes
or the letter f
political they all have close to them
uh... that goes back to the operating system in it
figures out what you don't like what you're trying to get across the
information you trying to provide
some fonts to not not to unicode
uh... your standard fonts with uh... it most of your applications
org that come with your computer should be fine chicken premature any of those
but if you're downloading sponsor an infant's or you try it is really pretty
unique finds
uh... wherever you downloaded from
check to make sure they did not see you can code uh... definition should be
given somewhere hopefully
before placing content to join cameras as a text boxes
as we don't do them but
if you use these text boxes of joint campuses
often fall to the
bottom of the reading order for some reason
other tree life floating objects
so the kind of flow on
there may be layers to the document
and if folks on the top layer or the bottom layer
and it'll fall to the top of bottom of the reading water
so if you have a text box
that visually
to us
in the center of the page
it may not be that way
so avoid them
the don't eliminate them and it's really not much you can do
inward for example
to just the reading order
if you were then converted to a pediatric their is the ability
appear for html others ability to change the reading one of their
hyperlinks to contain the correct hyperlink
and display the full qualified euro
this is just in case it doesn't provide food correct hyperlink
or doesn't
hyperlink at all
some cases you'll send the email
to put a hyperlink in and i've got emails will have to link for some reason
disappears
and then
policy as a click here
or maybe i'll see
part of the u r l itself
and clicking here
and there's no
this is not a section five weight standard
but this is for good excess ability this is just good usability accessibility
just replied
instead of nasa dot gov au click here issue vp
doubly debbie debbie dot nasa dot gov
insure that color is not
and put that in red
bolt on purpose
the sole means of conveying information
reason i did that because
rate is not the sole means i'm conveying information
that's just read text
color highlighting
can be used for market
but should not be the only way to provide information for example
you can use red text
within the document to highlight specific information or you just hard
liners or whatever you want to use
blue-green whenever
but if you direct the reader to for example followed the instructions in red
this information the red information may not be discernible to an individual
color blindness or blindness
this case we better to enclose a specified text using test limitations
so it isn't asterisk
or brackets
indirect use to follow the instead of actions enclosed in brackets
or with the asterisk
uh... use a high contrast between background colors and text colors
individual globe as you know color blindness may not be able to read text
it does not have at high degree of contracts between text and background
used by text and dark backgrounds and our tax like backgrounds
don't use
light grey and degree
whose most likely would be very hard it's hard for me to see
more quickly
go over these resources here
uh... dudley dudley dudley section five rates unisex if i wait dot nasa dot gov
uh... or a double double w nasa dot gov slash accessibility
uh... you have general unstaffed specific information resources there
since excellent website
uh... we have a bunch of how to use in gods they are for on for nasa
unpleasant contractors
also um... nasa virtual helpdesk
uh... section five oh eight help at nasa dot gov
that'll get you know to me uh... well um... our team
uh... they justify why coordinator
so if you have any questions or concerns
again dot pearson here's your section folly coordinator
at the center
so your first line of defense is doug
douggins
increasingly knowledgeable
so
so he could he should be able to help you with much of what you're looking for
he can help with all the contact us as well
and will be that will help use well
doubled every deli section five li dot nasa dot gov
uh...
also the axis board that god access dashboard dot com
uh... those will provide information on the technical standards an section five
little on general
all right
now we have a demonstration for you god
this is a document i just pulled off of the nasa dot gov did a search for it
i figured i found a document that someone has use now that we've used
before
nassau office of earth sciences application program
i'm guessing this was written in two thousand eight
standpoint if you look here most of this is text
very simple text
if you have taxes really nothing you need to do with that uh...
is make sure it's an organize readable format
begin this is word amusing
uh... were two thousand seven here
for my editing
they look here we have a couple of images
we have an image of a nasa logo
well seven image of
now we'll take a look at what under the current first in our explain one second
but let's take a look
we're gonna hear right-click
on the earth
every local submenu
if you look at the bottom we have format picture
run a quick format picture
if you look
we have a couple of options and all text is the last one here
a tab for all text
you can simply add alternate texas'
in marriage
of first
political kang
and that image now has alternate text
very simple to this couple seconds
image of a
composite shows up there where it is such a lot now for me for some reason
i think because
the issue with this particular image
i believe what happened when they created this document
is they brought it over from an older version
of work
aman explain why i think that
it is act that's how i saved it
so you would think
that
it should work the same but that image is a little bit different this is how
it's different
the newest version of word
or the newer version of the two thousand three two thousand seven
actually moved
where you put into it
the ault text
i don't know why they move that way they moved
i'm gonna right click on this nasa logo
normally in the older versions i would just go format picture
and they should be a tad here that says
halt text
stopped there
similar to be found
let's try this again and then right-click
and encik absent extracting i mean you think insert caption might work
it's actually oversize
i would guess office
let me if you were if you're a new too
were returned you have a newsworthy foreign someone tells you put all to
midtech stand
in your graphic
he said okay i was going to go back to my computer winner right click on it
should be able to find it just fine
blueprints look
and inside
that radiates
so you guys know you go back and tell others it's under signs
it afterall texture edirol text
is actually smalltext already here
usually if there's some i copied and pasted say from the internet
it just drag over some information
and it's it's not accurate sober disciplined nasa logo
someone in one earlier sessions pointed out that hey wait a minute this
this image of the earth bestest decoration even the logo is considered
can be considered decoration
on the author in this case will
secondary author
and i'm going to choose their for now
yelled at is a valid image i want you to know that there's an image of the earth
on there
how adding also attacks
if you were inside but that's just decoration has no value to your document
because certainly remove the alternate text or not alter the texan at all
that is to do discretion because
decoration
does not need decoration
images used for decoration do not need all to tax
i do go by the general rule
past text
on it
repeat the text
at the very least saw five si nasa
and jim we're gonna put
of the text nasa
but again
it could be considered decoration
there've been times where
a nasa logo on a powerpoint presentation is repeated throughout the document
on every single page
what i can we do is on the first page output
altered text on the initial logo
the says you know nasa logo and then i make a notation repeated on every page
and then every other subsequent page i'm not gonna put all to text
because the screen reader doesn't necessary person using a screenwriter
doesn't want to hear
nasa logo
or every decoration
the images for decoration they want to hear them every single page