HomeMy WebLinkAboutContent_Preparation_Changes_For_Sunshine_LawContent Preparation Changes For Sunshine Law (eff. 7/1/2018)Ian Mitchener & Ben McMillan5/23/20181
Today’s Agenda2}How to create an Accessible document}How to check the Accessibility of the document}How to post the Document to Laserfiche}How to post the document onto the County Calendar 5/23/2018
Why is accessibility important?}20% of the US population has a disability}9% has a disability that impacts Computer usage}It feels good to be included.}Improves access for everyone.}The law?35/23/2018
What are the Accessibiltiy Laws?}Federal civil rights laws, }Section 504 of the Rehabilitation Act of 1973 }Prohibits discrimination on the basis of disability in programs and activities receiving financial assistance from the federal government. }Section 508 of the Rehabilitation Act of 1973}Requires Federal electronic and information technology to be accessible to people with disabilities, including employees and members of the public.}Americans with Disabilities Act (ADA) of 1990}The ADA prohibits discrimination on the basis of disability by Employers (Title I)Public entities (Title II)Places of public accommodation (Title III)45/23/2018
Web Content Accessibility Guidelines 2.0 and POUR Principles}Perceivable}Provide text alternatives for non-text content.}Provide captions and other alternatives for multimedia.}Create content that can be presented in different ways, including by assistive technologies, without losing meaning.}Make it easier for users to see and hear content.}Operable}Make all functionality available from a keyboard.}Give users enough time to read and use content.}Do not use content that causes seizures.}Help users navigate and find content.55/23/2018
Web Content Accessibility Guidelines 2.0 and POUR Principles Continued }Understandable}Make text readable and understandable.}Make content appear and operate in predictable ways.}Help users avoid and correct mistakes.}Robust}Maximize compatibility with current and future user tools.65/23/2018
Initial thoughts}We’ve been trained to ‘make paper’.}Create for digital audiences}Create with Accessibility in mind75/23/2018
Authoring TechniquesWhat can we do to make things better?8 5/23/2018
11 Authoring Techniques for Accessible Office Documents1.Use Accessible Templates2.Use Headings3.Specify Document Language4.Provide Text Alternatives for Images and Graphical Objects5.Avoid "Floating" Elements6.Use Built-In Document Structuring Features7.Make Content Easier to See8.Make Content Easier to Understand9.Create Accessible Charts10.Check Accessibility11.Use Accessibility Features when Saving/Exporting to Other Formats95/23/2018
Use Accessible Templates}Use Templates}Uniform Documents}Create it once}Default settings}Use “Styles”}Not just font and size}Formatting structure}Easily change the entire document}Keep Accessibility In Mind}Blank Document}Complete document template105/23/2018
Use Headings}Logical layout of the document}Chapters in a text book}Title}ChapterSectionSubsection}Allows easy navigation}Screen readers can jump to headings}Word documents can create table of contents}PDF’s can create bookmarks from heading levels115/23/2018
Heading ExampleGood Heading StructureBad Heading Structure}H1- Title}H2 - Chapter}H3 -Section}H3 -Section}H2 - Chapter}H3 -SectionH4 - Subsection}H2 - Chapter}H3 - Section}H1 - Title}H3 - Section}H2 - ChapterH4 - Subsection}H1 - Title125/23/2018
Specify Document Language }Tells a screen reader what language the document is in.}Word automatically assigns the default Spell checking language as the default language. }Setting can be found in the review ribbon: Language.}Some PDF exports do not retain the language}You will have to add the language in Adobe Acrobat under properties> advanced.135/23/2018
Provide Text Alternatives for Images and Graphical Objects}Charts / Tables / Graphs}Decorative images should not appear}Functional images (Button Links) need to describe content and function.}Appears when an image can not be shown}Screen reader user}Slow connection}Missing or broken image link}Alt text should:}Be accurate and equivalent}Be succinct}Not be redundant}Not use “image/graphic of”145/23/2018
Avoid "Floating" Elements}Use inline images}Easier to work with}Maintains flow of document}Items might ‘get lost’ or appear out of order155/23/2018
Use Built-In Document Structuring Features}Let Word do it for you…}See references for more instruction and information }Table of contents}Use heading structure}Page breaks}Do not keep pressing “Enter”}Page numbering}Oh no it went to the next page…}Document Title}Match the Title on the Page with the metadata}Tables}Use tables wisely }Lists}Use the automatically generated List options}Columns}Use the Columns feature only if the document requires it.165/23/2018
Make Content Easier to See}Avoid }Animation}Moving text}Using color as the only means of conveying information}Use legible}Font}Size}Color Contrast175/23/2018
Make Content Easier to Understand}Whenever possible, write clearly with short sentences.}Introduce acronyms and spell out abbreviations.}Avoid making the document too "busy" by }using lots of whitespace}Avoid having many different colors, fonts and images.}If content is repeated it should occur consistently each time it is repeated.185/23/2018
Create Accessible Charts}Use shape and color}Line charts: different types of lines}bar charts: apply textures}Pie charts: separate slices}Add labels to the data}Consider providing the data that you used to create the chart in tabular form }(e.g. as an appendix).195/23/2018
Chart exampleExploded Pie ChartGeneric Pie Chart1st Qtr, 8.22nd Qtr, 3.23rd Qtr, 1.44th Qtr, 1.2Sales1st Qtr2nd Qtr3rd Qtr4th QtrSales1st Qtr2nd Qtr3rd Qtr4th Qtr205/23/2018
Use Accessibility Features when Saving/Exporting to Other Formats}Word to PDFs}Save as /Export PDF }“Document Structure Tags for Accessibility” Box checked}Not all PDF exports are the same}Print PDF may leave out Document structure}Word to HTML / Web page}Does not make valid HTML}Will need to clean / fix exported file}Not an easy Job…215/23/2018
PDF Requirements}Metadata}Title}Initial view settings}Language}Embedded Fonts}Tags}Proper use of headings}Images with ALT}Tables with table headers}Properly formatted lists}Active hyperlinks}Proper Form Fields (if applicable)225/23/2018
PDF Metadata}Editable in Adobe Acrobat Standard / Professional}Title: }File>Properties> Description Tab}Initial View settings:}File>Properties> Initial View Tab> Windows Options> Show= Document Title}Language}File>Properties> Advanced Tab> Reading Options= English}Embed Fonts:}Tools>PDF Standards>Preflight>PDF Fixups> Embed fonts235/23/2018
PDF ‘Tags’}Editable only in Adobe Acrobat Professional}No 3rd party support…}PDF tags provide a hidden logical structure}Textual representation of the PDF content}Exist for accessibility purposes only}No visible effect on the PDF245/23/2018
Document overview}Use “Styles”}Have logical heading structure}Graphics contain Alt Text}Use true numbered and bulleted lists.}Ensure that font size is sufficient. }Provide sufficient color contrast.}Use Built-In Document Structuring Features.}Use simple language.255/23/2018
Check your WorkAlmost there. Just have to check one thing…26 5/23/2018
Check Accessibility}It’s your content}You know how it’s supposed to be read}Don’t leave it up to someone else's interpretation}Check throughout document creation}Built in Checkers:}Microsoft Office 2010+ includes an accessibility checker}File>Info>Check for Issues>Check accessibility275/23/2018
Checking PDFs}Adobe accessibility Checker}Built into Acrobat}Basic check}Tools> Accessibility> Full Check}PAC}FREE}In-depth Check}Checks metadata}Visualization of PDF tags}Does not make changes to document285/23/2018
PAC - Screen Reader Preview295/23/2018
PAC - Report305/23/2018
Posting to LaserficheYou have a document now what?31 5/23/2018
Snapshot}Laserfiche Snapshot is a virtual Printer}Allows you to print straight to Laserfiche}Refer to Snapshot handout for more325/23/2018
Laserfiche Metadata}Important Metadata}Entry ID}Used to Identify the individual Documents or folder335/23/2018
Creating a Link}Use the Entry ID}If the Entry ID changes, the link will break. }Public Documents }http://records.hawaiicounty.gov/weblink/DocView.aspx?dbid=1&id=#####}Council Records}http://records.hawaiicounty.gov/weblink/DocView.aspx?dbid=0&id=#####}More link syntax examples}https://intranet.hawaiicounty.gov/depts/it/Pages/Website-Standards.aspx#public-docs345/23/2018
Link Example}http://records.hawaiicounty.gov/weblink/DocView.aspx?dbid=1&id=93150}Side note: If the Entry ID changes links will Break355/23/2018
Posting to the County CalendarLets get it out there!36 5/23/2018
County Calendar}Powered by Google Calendar}Each Department has an Account}IT Can reset the Departments Password if needed}https://calendar.google.com/375/23/2018
County Calendar - Default View385/23/2018
County Calendar - Creating an Event}Single Click around the correct time of event}Click More options395/23/2018
County Calendar - Editing an Event}Make sure the Information is Correct}Remove the “hangouts” option}Make sure the right calendar is selected}Edit the description box with the meeting details and links405/23/2018
County Calendar - Example Post415/23/2018
County Calendar - Example Post on Website425/23/2018
Thank you 43 5/23/2018
Reference Links}WebAIM (Accessibility In Mind) }http://webaim.org/}Accessible Digital Office Document (ADOD) Project}http://adod.idrc.ocad.ca/word2013}Ishihara Color Test for Color Blindness}http://www.colour-blindness.com/colour-blindness-tests/ishihara-colour-test-plates/}Accessible Technology at the University of Washington}http://www.washington.edu/accessibility/}We’ve been trained to make paper, Ben Balter}http://ben.balter.com/2012/10/19/we-ve-been-trained-to-make-paper/}PAC Download}http://www.access-for-all.ch/en/pdf-lab/pdf-accessibility-checker-pac.html445/23/2018