As a Department of Defense Civilian working as an Information Technology Specialist, Section 508 compliancy is something that is very important and meaningful in my everyday life. Section 508 Compliancy ensures that people with disabilities have the same access to government documents as people without disabilities. This law applies to all federal agencies that use electronic technology and information technology. The government website for Section 508 compliancy defines the Section 508 law as:
“In 1998, Congress amended the Rehabilitation Act of 1973 to require Federal agencies to make their electronic and information technology (EIT) accessible to people with disabilities. Inaccessible technology interferes with an ability to obtain and use information quickly and easily. Section 508 was enacted to eliminate barriers in information technology, open new opportunities for people with disabilities, and encourage development of technologies that will help achieve these goals. The law applies to all Federal agencies when they develop, procure, maintain, or use electronic and information technology. Under Section 508 (29 U.S.C. ‘794 d), agencies must give disabled employees and members of the public access to information that is comparable to access available to others.”
I work on the ePortal which is the intranet for Defense Finance and Accounting Service. It is my job to make sure that the ePortal is accessible to all people with disabilities, including the visually, hearing, and mobility impaired. Part of my daily routine is to ensure that all documents that are placed on the ePortal follow Section 508 compliancy laws. People who wish to publish documents to the ePortal must complete the proper training classes, get approval from a Community Manager and then submit a request to become a Content Manager.
The ePortal’s documents are stored in a document repository called WebTop. Acceptable documents are word files, excel files, PowerPoint presentations, and pdf files. Currently Microsoft Access files and Publisher files are not acceptable due to the inability to check them for Section 508 compliancy. In order to publish a document on the ePortal, Content Managers must initiate a workflow. The Content Manager logs into their Webtop account and uploads a document. I receive a notification that a document has been submitted and I go to WebTop and download the document to my machine and check the content for compliancy.
Ensuring that documents are 508 compliant is a pretty simple task. A document is 508 compliant if a screen reader can read the information properly. In order to check word documents for Section 508 compliancy, you would need to press ctrl + A on your keyboard. Everything in the document should be highlighted. If there is something that isn’t highlighted, that portion of your document is not 508 compliant. There are rarely any problems with the text in a word document. Generally if there is a problem with 508 compliancy in a word document, the problem usually is caused by an image or graphic. If you copy and paste an image from another source, the image is considered outside of the document and the screen reader will not recognize the image. When pasting an image from an outside source, it is best to use the “paste special” option instead of paste. All images, pictures and clipart must contain alternative text. Alternative text can be added by right clicking on the image and selecting format picture. In the dialog box that appears select the web tab and insert a description of the image. The screen reader will read the alternative text to the user.
It is important to remember to avoid using fancy fonts or a font under 12 points. Background images and watermarks should not be used because it makes it difficult for people using screen magnifiers to see the text. Most screen readers will not recognize a string of text as a word if all capital letters are used, instead the screen reader will read each individual letter. Use capitalization appropriately. PowerPoint and Excel documents follow the same principles. With excel documents it is important not to use color coding as the only means to differentiate text. A screen reader will not recognize color coding.
With the help of assistive technologies, students can use computers, conduct online research, and read and write papers. Here is a diagram that I use at work when explaining the different types of assistive technologies.
There are many free high quality assistive technology devices available so there is no reason why schools and businesses should not utilize them. A small of list of free devices can be found at http://www.thefreecountry.com/utilities/free-screen-readers.shtml. In my opinion, the best free screen reader available is NonVisual Desktop Access (NVDA). The directory of free devices describes NVDA as:
“NVDA is a Windows screen reader that supports browsing the web with Internet Explorer and Firefox, reading and writing documents with office programs, sending and receiving email with Outlook Express, producing spreadsheets with Microsoft Excel, using command line programs in DOS windows (that is, the command prompt), managing the computer through things like My Computer, Windows Explorer, Control Panel applets and other general Windows tasks. It supports numerous languages, including English, Brazilian Portuguese, Czech, Finnish, French, German, Hungarian, Italian, Portuguese, Slovak, Spanish, Swedish, and traditional Chinese. It works with the speech synthesizer engines that comes with Windows XP and Vista, although you can also use the open source eSpeak speech synthesizer, which is reputed to be clearer and easier to listen to.”
Schools should incorporate assistive technologies and Section 508 compliancy procedures as a standard practice. Assistive technologies eliminate the barriers that visually impaired students face in their everyday life and allows them to function in our technological world.
Resources
Section 508. (October 2010). Retrieved March 29th, 2011. http://www.section508.gov/index.cfm?fuseAction=Laws