# Presentation: 682120

## Section 508: NIH MeetingJuly 30, 2008

- Prudence Goforth
- Dick Stapleton
- Web Communications and New Media Division

**Notes:**
Section 508: Administration on National Institutes of Health
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

**Notes:**
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

## NIH Web Presence

**20,433,281**
**Section 508 issues**

**1,308,429 broken links**

|  |
| --- |

**Notes:**
                                                     NIH inventoried sites contained  20,433,281 Section 508 issues, and 1,308,429 broken links.

## 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.**

**Notes:**
It’s the right thing to do:
The population is growing, and that means there are more individuals with sensory and other disabilities – Can they easily navigate the NIH site and find vital information they need?Is the right information available?

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

**Notes:**
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

## 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.)

- 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.)

**Notes:**
Web site compliance is not just an NIH problem!
Partial HHS Web site inventory in hand
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 Issues

| Selected 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 |

- *Last Scan Date: 5/30/08

- Other NIH Document Types not Scanned: PDFs, WORD docs, ZIP file, PPTs

**Notes:**
It’s impossible to show on one slide the complete breakout of NIH sites/domains.  What we show in this slide are just a few illustrative domains. The numbers in the slide for NIH TOTAL row are not column totals.  
ClinicalTrials.gov: 22,463 Pages; 56,291 broken links; 33,828 Section 508 issues
Genome.gov: 879 Pages; 2,311 broken links; 42,504 Section 508 issues
Grants.nih.gov: 2,134 Pages; 18,745 broken links; 34,333 Section 508 issues
NIHSeniorHealth.gov: 4,973 Pages; 13,657 broken links; 239,248 Section 508 issues
www.jobs.nih.gov.gov: 80 Pages; 15 broken links; 4,259 Section 508 issues
Edrn.nci.nih.gov: 2,562 Pages; 3,751 broken links; 48,791 Section 508 issues  [Edrn.nci.nih.gov = Early Detection Research Network]
NIH Total: 725, 786 Pages; 1,308,429 broken links; 20,433,281 Section 508 issues
Average Problems per Page: 1.8 broken links; 28.15 Section 508 issues

Other NIH Document Types not Scanned: PDFs, WORD docs, ZIP files, PPTs

## 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.

**Notes:**
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.
- The Better Choice: _Straight HTML_

**Notes:**
PDF Myths & Facts: Signed Documents
Myth:
PDF files necessary to show signature.

Fact:
U.S. Code proscribes handling signature as text.

Fact:
OCIO being asked to ban signature files to prevent identify theft.
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.

**Notes:**
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 PDFswww.hhs.gov/web/policies/pdfaccessibility/index.html

**Notes:**
Guidance: Making Accessible PDFswww.hhs.gov/web/policies/pdfaccessibility/index.html

Find Adobe Conversion Settings in Word on our site. 

Step by step instructions.

## Tools: Adobe Acrobat ProEssential for making compliant PDFs

- Department standard for creating and/or verifying 508-compliant PDF documents
- v9 released June 26

**Notes:**
Tools: Adobe Acrobat ProEssential for making compliant PDFs

Department standard for creating and/or verifying 508-compliant PDF documents
v9 released June 26

## 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

**Notes:**
Tools: Adobe Acrobat Pro v9Who needs it;  How to buy it 
Version 9 only after 6/26 
Until v9 is approved, CDWG can provide “downgraded” v8 CD and then provide v9 for free when it’s approved so that computers can be updgraded
Purchase V8, get email vouchers to upgrade to 9
May be issues with V9 not approved, or not “standard”
Downgrade for version 8; once approved, on version 9

## Tools:  CommonLookSupplement to Adobe Acrobat Pro (advanced tool)

- Valuable for tagging complex tables and other non-textual content
- Steep learning curve
- Limited need

**Notes:**
Tools:  CommonLookSupplement to Adobe Acrobat Pro (advanced tool)
Valuable for tagging complex tables and other non-textual content
Steep learning curve 
Limited need
(Common Look logo)

## Tools: JAWS / Window Eyes / ZoomText  Screen Reader (Testing PDFs)

- Window Eyes
- Easy to use  ($895 retail)
- Inexpensive
- Best for forms
- ZoomText 2 Magnifier/Reader ($595 retail)
- Less expensive
- Easier to use
- Will catch _all_ errors
- 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)

**Notes:**
Tools: JAWS / ZoomText Screen Reader (Testing PDFs)

ZoomText 2 Magnifier/Reader ($595 retail)
Less expensive
Easier to use
Will catch all errors
(Picture of ZoomText box)

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)
Picture of Jaws for Windows software logo

## 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)

**Notes:**
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
JAWS
ZoomText
Policy Tester (tba)

## Until you actually unzip the file, you have no clue of what is in the file other than a slide show.

**Notes:**
The screen shot on the left is an example of a link to a .zip file. If a screen reader is set to read only links, the user will have no clue of the zipped file contents other than a slide show.  All the files contained within the zipped file must also be 508 compliant.

## All Videos Must Be Captioned

- NIHSeniorHealth.gov: The Nun Study on Alzheimer’s Disease

**Notes:**
Many of NIH videos are captioned, but be sure that the caption does not block out information being delivered on the slide. Also, if you show slides in a video that you expect disabled users to read, then you must be sure that the content is verbalized or presented in an appropriate manner.

## Quick: 	What’s the Most Visited Page 		on HHS Web Sites?

**Notes:**
Quick: 	What’s the Most Visited Page on HHS Web Sites?

[Picture of big question mark]

**Notes:**
Page Not Found Page is the most visited page across HHS and its agencies.

## http://www.nei.nih.gov/education/

- Clicking on
- link results in

- http://www.nei.nih.gov/funding/nnav.asp

**Notes:**
National Eye Institute example of “Page Not Found”

## 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
- >10% ever get replaced

**Notes:**
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
>10% ever get replaced

## 508 Compliance: Clean Out the Basement

**Notes:**
NIH has already begun the process of cleaning out orphan files – but it is important to be vigilant about your Web content. Is the information up-to-date? Is it relevant to NIH and its site visitors? Is it usable and accessible?

## Archive Outdated Content	508 Exempt!

**Archive Outdated Content****	****508 Exempt!**

**Header:**

**Footer:**

**Notes:**
HHS Archive in Development

If documents are needed for historical purposes, but will not be updated, create an archive to indicate this information.

## 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?”

**Notes:**
508 Compliance: Clean Out the Basement

Delete Button: 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

- http://www.teensmoking.org/

- http://www.marijuana-info.org/

## Web Inventory

**Notes:**
This is the SAMHSA inventory, showing a good example of the site name and the status of the site (for example, going away, redesign in progress, and so forth).

## 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

**Notes:**
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

- Working with Grants Administration
- Develop language applicable to all grantee products
- Section 504 currently applies
- Ambiguous
- We will require Section 508 compliance
- Definable, measurable standards

**Notes:**
508: Grants Language
Working with Grants Administration 
Develop language applicable to all grantee products
Section 504 currently applies
Ambiguous

We will require Section 508 compliance
Definable, measurable standards

## 508: HHS Guidance & Standardshttp://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
- Contract service

**Notes:**
508: When All Else Fails
Provide access to help on file-by-file basis
Approval required from WCD before doing this:

Add a disclaimer, such as: Vision impaired people having problems accessing certain pages of the above pdf file may call ###-###-#### for assistance.

## 508: “Accommodations”

- Provide access to help on file-by-file basis
- Approval required from WCD before doing this

**Notes:**
508: When All Else Fails
Provide access to help on file-by-file basis
Approval required from WCD before doing this:

Add a disclaimer, such as: Vision impaired people having problems accessing certain pages of the above pdf file may call ###-###-#### for assistance.

## 508 Compliance & Remediation (C&R) PlanFive-year Phased Approach

- C&R Framework developed collaboratively
- Issued 04/08/08 to all OPDIVs/Staff DIVs
- All new sites & files must be compliant when posted
- Remediation addressed over 5-year period
- Recognizes budget and workload constraints
- Established priorities
- WCD believes this is defensible

**Notes:**
508 Compliance & Remediation (C&R) PlanFive-year Phased Approach
C&R Framework developed collaboratively
Issued 04/08/08 to all OPDIVs/Staff DIVs

All new sites & files must be compliant when posted

Remediation addressed over 5-year period 
Recognizes budget and workload constraints
Established priorities
WCD believes this is defensible

## 508 Compliance & RemediationPlan Implementation Priorities

- Web infrastructure (html code)
- Demand (most viewed or downloaded)
- Interactivity (forms and training)
- Agency/OPDIV mission critical
- Disabled audience specific

**Notes:**
508 Compliance & RemediationPlan 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!

**Notes:**
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 NIH 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?

**Notes:**
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

## The 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 *				*   Out for comment
Managing Old Content *			**  Not started

- The 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 *				*   Out for comment
- Managing Old Content *			**  Not started

**Notes:**
The 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 *				*   Out for comment
Managing Old Content * 			**  Not started

## 
Testing Document Accessibility 
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

- Testing Document Accessibility
- 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

**Notes:**
Surveying with IBM Watchfire Policy Tester
Testing Document Accessibility
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

- IBM Policy Tester
- Formerly Watchfire
- Has been rolled out to all OPDIVs
- Training schedule and call-in information at www.hhs.gov/web/508/index.html
- Not living up to expectations
- May be replaced
- Questions: Kristen Kayatta Baldwin
- 			    kristen.kayatta@hhs.gov

**Notes:**
IBM Policy Tester

Formerly Watchfire

Has been rolled out to all OPDIVs
Training sessions available
Training schedule and call-in information at www.hhs.gov/web/508/index.html

Questions: Kristen Kayatta Baldwin
			    kristen.kayatta@hhs.gov

## 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” **

**Notes:**
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 Support www.hhs.gov/web/508 

**Notes:**
WCD Enterprise Support www.hhs.gov/web/508
Visit this site often to see the latest information.

## WCD 508 Contacts

- _[Prudence.Goforth@hhs.gov](mailto:prudence.goforth@hhs.gov)_
- Director, WCD  202-690-7264
- _[Richard.Stapleton@hhs.gov](mailto:richard.stapleton@hhs.gov)_
- Deputy Director, WCD  202-690-7856
- Marsha.Carey@hhs.gov 202-205-0734
- Kathryn.Hambleton@hhs.gov 202-260-1326
- WCD’s NIH liaisons
- Kristen.KayattaBaldwin@hhs.gov
- 508 Team Leader  202-690-6713

**Notes:**
WCD 508 Contacts
prudence.goforth@hhs.gov
Director, WCD  202-690-7264
richard.stapleton@hhs.gov
Deputy Director, WCD  202-690-7856
marsha.carey@hhs.gov 202-205-0734
kathryn.hambleton@hhs.gov 202-260-1326
   WCD’s NIH liaisons
kristen.kayattaBaldwin@hhs.gov
508 Team Leader  202-690-6713