## Document Information

  -------------------------- --------------------------------------------
  **Asset Name/URL:**        

  **Tester Name /            
  Signature:**               

  **Testing Date:**          

  **Authorization Name /     
  Signature:**               

  **Authorization Date:**    
  -------------------------- --------------------------------------------

## Requirements Checklist

The following checklist should be used Department wide by HHS staff to
verify that PDF documents meet the requirements established by HHS. The
checklist includes compliance with Section 508, in addition to other HHS
requirements. It is intended to be used as a companion to WCD Training.
For guidance specific to a requirement, refer to the Requirement
Guidelines section of this document, to your Web Council representative,
or the Web Communications and New Media Division.

  ------------------------------------------------------------------------------------------
  **ID**   **1.0 Document Layout and Formatting              **Pass**   **Fail**   **N/A**
           Requirements**                                                          
  -------- ------------------------------------------------- ---------- ---------- ---------
  1.1      Does the document contain the necessary Document                        
           Property Tags?                                                          

  1.2.     Does the document have the language specified in                        
           the Document Property tags?                                             

  1.3      Does the document have a logical reading order,                         
           i.e. is this tab order correct?                                         

  1.4      If the document contains a Table of Contents                            
           (TOC) or Bookmarks are they functioning                                 
           correctly?                                                              

  1.5      Do all URL's contain the correct hyperlink and                          
           display the fully qualified URL (i.e.,                                  
           [http://www.samhsa.gov](http://www.samhsa.gov/)                         
           and not                                                                 
           [www.samhsa.gov](http://www.samhsa.gov/))?                              

  1.6      Are all URL's linked to the correct Web                                 
           destinations?                                                           

  1.7      Have comments been removed and formatting marks                         
           been turned off?                                                        

  1.8      Have Acrobat Accessibility Tags been added to the                       
           document?                                                               

  1.9      Has a full Accessibility Report been run on the                         
           document in Adobe Acrobat Professional 8 or                             
           higher showing no errors are present?                                   

  1.10     Have documents with multi-column text, tables, or                       
           call-out boxes been checked for correct reading                         
           order using the Acrobat Pro 'Read Aloud'                                
           function?                                                               

  1.11     Has a separate accessible version of the document                       
           been provided when there is no other way to make                        
           the content accessible? (Example: An                                    
           organizational chart)                                                   
  ------------------------------------------------------------------------------------------

  ------------------------------------------------------------------------------------------
  **ID**   **2.0 Document Image Requirements**               **Pass**   **Fail**   **N/A**
  -------- ------------------------------------------------- ---------- ---------- ---------
  2.1      Do all images, grouped images and non-text                              
           elements that convey information have alternative                       
           text descriptions?                                                      

  2.2      Is the document absent of scanned images of text?                       

  2.3      Do complex images have descriptive text                                 
           immediately after the image?                                            

  2.4      Are multiple associated images on the same page                         
           (e.g., boxes in an organizational chart) been                           
           grouped as one object?                                                  

  2.5      Have all multi-layered objects been flattened                           
           into one image and use one Alternative Text (Alt                        
           Tag) for this image?                                                    
  ------------------------------------------------------------------------------------------

  ------------------------------------------------------------------------------------------
  **ID**   **3.0 Document Table Requirements**               **Pass**   **Fail**   **N/A**
  -------- ------------------------------------------------- ---------- ---------- ---------
  3.1      Do all data tables in the document have Row and                         
           Column headers?                                                         

  3.2      Are tables being used to create a tabular                               
           structure (not tabs or spaces)?                                         

  3.3      Do all data tables in the document have a logical                       
           reading order from left to right, top to bottom?                        

  3.4      Are data cells in the tables logically associated                       
           with the Row/Column Header Elements?                                    

  3.5      Are all data tables in the document named,                              
           numbered (if applicable) and have a description?                        

  3.6      Are all table cells, with the exception of those                        
           associated with the Header Row, designated as                           
           data cells?                                                             
  ------------------------------------------------------------------------------------------

  ------------------------------------------------------------------------------------------
  **ID**   **Notes/Additional Requirements**                 **Pass**   **Fail**   **N/A**
  -------- ------------------------------------------------- ---------- ---------- ---------
  A.       Has a visual check been performed on the document                       
           to ensure that no hidden data from Word (or other                       
           applications used to create the original                                
           document) is present in the PDF file?                                   

  B.       Has a separate accessible version of the document                       
           been provided when there is no other way to make                        
           the content accessible? (Example: An                                    
           organizational chart).                                                  

  C.       Does the document file name not contain spaces or                       
           special characters?                                                     

  D.       Is the document file name concise, generally be                         
           limited to 20-30 characters, and make the content                       
           of the file clear in the context in which it is                         
           presented?                                                              

  E.       The document does not contain scanned signatures                        
           exist?                                                                  

  F.       Does the document utilize recommended fonts i.e.                        
           Times New Roman, Verdana, Arial, Tahoma and                             
           Helvetica?                                                              
  ------------------------------------------------------------------------------------------

## Non-Compliant Element Tracking

The following table should be used to document any elements of the asset
that failed or were identified as being non-compliant. Identify each
failed/non-compliant element of the asset by ID Number and include a
description of the reason why the element failed or is non-compliant.

  -------------------------------------------------------------------------
  **ID**   **Description of Failure/Non-Compliance**
  -------- ----------------------------------------------------------------
           

           

           

           

           

           

           

           

           

           

           
  -------------------------------------------------------------------------

## Requirement Guidelines

The following guidelines have been established for PDF files by
HHS/SAMHSA to meet Section 508 Compliance requirements.

### Document Layout and Formatting

1.  The document should be properly tagged, i.e. the Document Properties
    / Description tab should have "Yes" selected for "Tagged PDF".

2.  The document language should be specified, i.e. the Document
    Properties / Advanced tab should have the Language set to "English",
    "English US", or possibly "Spanish".

3.  The document should have a logical reading order, i.e. the Tab Order
    must be in the correct order to make the document readable.

4.  If the document contains a Table of Contents (TOC) or Bookmarks they
    must be functioning correctly.

5.  All URL's must contain the correct hyperlink and display the fully
    qualified URL (i.e., [http://www.samhsa.gov](http://www.samhsa.gov/)
    and not [www.samhsa.gov](http://www.samhsa.gov/)).

6.  All URLs must be linked to an active Web Destination.

7.  All Acrobat Comment and Markup items must be removed from the
    document. The presence of Comment and Markup items will adversely
    affect the screen reader's ability to correctly interpret the
    document.

8.  All Acrobat Accessibility Tags must be applied to the document.
    Acrobat Accessibility Tags are added to the document as part of the
    conversion process and should be visually verified.

9.  A Full Accessibility Report must be run on the document (using Adobe
    Acrobat Professional 8 or higher) showing that no errors are
    present.

10. Documents that contain multi-column text, tables, or call-out boxes
    (i.e. balloons or other graphics with enclosed text) should be
    checked for correct reading order using the Acrobat Pro 'Read Aloud'
    function. Using the "Read Aloud" function will also validate that
    the tab order of the document is correct and that a screen reader
    will be able to track the correct flow of the document.

11. Any document that is unable to be made accessible will need to have
    a separate accessible version available for disabled users to
    access. (Example: An organizational chart)

### Document Images

12. All document images, grouped images or non-text elements (charts and
    graphics) should have Alternative Text (Alt Text) associated with
    them.

13. Documents comprised of scanned images of text are not 508 compliant.
    Scanned images of text are unable to be accurately interpreted by
    screen readers and cannot be made compliant. One alternative is to
    use Adobe Acrobat to rescan the document to text with OCR activated.

14. Complex images (i.e. charts, graphs, flowcharts, etc.) must have
    descriptive text immediately after the image.

15. Multiple associated images must be grouped as one object. Grouping
    the images together will deflect possible errors when the document
    is presented by the screen reader.

16. All multi-layered objects must be flattened into one image and use
    one Alternative Text (Alt Tag) for this image.

### Document Tables

17. Documents containing data tables should have readily identifiable
    row and column headers.

18. Tables should be used to organize information into a tabular format.
    The use of tabs or spaces to create tabular data will adversely
    affect the screen reader and should not be used.

19. Data tables should have a logical reading order from left to right
    and top to bottom. This is the table structure that screen readers
    are designed to follow and any other format will adversely affect
    its ability to correctly convey the information.

20. Table cells should be logically associated with the Row/Column
    Header i.e. there should be a logical, one-to-one association from
    the data to the information in the Row/Column Header.

21. Tables should be named, have a table number (if applicable) and a
    have a description. This will allow the screen reader to identify
    each table and allow the user to recognize the information being
    presented.

22. All cells within a data table, that are not part of the header row,
    must be designated as "data cells".

### Notes/Additional Requirements

A.  A visual check should be done to the document to ensure that no
    hidden data from Word (or other applications used to create the
    original document) is present in the resulting PDF file.

B.  If there is no other way to make the content accessible, a separate
    accessible version of the document must be provided (Example: An
    organizational chart).

C.  The document file name must not contain spaces or special characters
    (!,;:?{}@/\\=+parentheses?

D.  The document file name must be concise, generally be limited to
    20-30 characters, to make the content of the file clear in the
    context in which it is presented.

E.  Scanned signatures within documents are a considered a
    theft-of-identity risk and should not be used. Alternative methods
    of "signing" documents should be used.
    (http://www.hhs.gov/web/policies/pdfmyths.html)

F.  The document must utilize the recommended fonts i.e. Times New
    Roman, Verdana, Arial, Tahoma and Helvetica.

## Glossary