Downloadable/Embedded Objects

From Library

The Issue: One of the advantages of the web is that it can be manipulated as a means of conveying files and documents in other formats — as witnessed by the popularity of the Adobe PDF® document. PDF documents can be the easiest way of ensuring that all of those viewing them see EXACTLY what the creator intended, they can ensure that the document cannot be manipulated or tampered with, they can be used to organize a set of scanned images into the form of a document, giving computer users access to documents created prior to the modern age. Unfortunately, it requires some expertise and some additional work to create a PDF document that will be accessible to those individuals using the latest in screen reading technology. For those without the latest softwarepackages, those PDF documents will not be usable.

On a public web site, an agency must remember that they cannot anticipate what the visitor will be using. Some people may be using older technology incapable of running Adobe Acrobat altogether, or they may be using a PDA, web-enabled cell phone, or even Web TV to view your web site. These browsing options do not allow the user to run Acrobat, or many other of the "browser helper applications" or plug-ins that many other browsers — and web developers — take for granted. For these reasons, it is important to offer any information provided in a proprietary format such as PDFs, Word documents or Excel spreadsheets in an alternative format. That alternative format will depend on the nature of the original document. For example, the accessible alternative for an Excel spreadsheet providing a loan calculator function might be a sheet of step-by-step instructions for performing the same calculations manually.

STANDARD 14.1

When downloadable documents [e.g., word processing documents, spreadsheets, Portable Document Format (PDF), java applets] are used, a link to accessible HTML or text version(s) will be made available.

 Comments:Accessing a document or information that is provided in proprietary formats
 such as PDF, Microsoft Word or Microsoft PowerPoint, requires the user to have 
 specialized software in order to open and read the document. For example, for people 
 who are blind and using screen readers, only two of the screen reader software packages
 have the capability of reading PDF formats, WindowEyes and JAWS. Even then, a PDF file 
 is only readable with these two screen readers if the PDF file has been created in an 
 accessible PDF format. Likewise, for someone with a reading-related disability, a PDF 
 file that is rendered as a graphic is not accessible to software that converts text to 
 speech.

 To ensure maximum accessibility of documents to the broadest audience, it is 
 necessary to provide the document in an accessible HTML format or in plain text format.
 For example, the NYS Web Accessibility Policy Standards web page is in accessible HTML 
 format, but also provides links to both MS Word and PDF versions.

 The following code example represents one document in a list of documents, each document
 name followed by links to that document in alternate formats, thus providing the visitor 
 with optional formats from which to select.

 HTML Elements Affected:  N/A. This standard is concerned more with the layout and content
 of the page rather than the code.

Code Example:

<p>Our Commissioner's Remarks are available in three formats:<br>
<a href="http://www.agency.state.ny.us/press/remarks.html">In HTML format</a><br>
<a href="http://www.agency.state.ny.us/press/remarks.doc">In Microsoft Word® format</a><br>
<a href="http://www.agency.state.ny.us/press/remarks.pdf">In Adobe Acrobat/PDF® format</a><br>
</p>

STANDARD 14.2

When hardware, software and assistive technology devices are controlled by a state agency, downloadable documents [e.g., word processing documents, spreadsheets, Portable Document Format (PDF)] available through an intranet or extranet will be allowed.

 Comments:  Within the bounds of a State agency's intranet, it is assumed that the 
 population of those who have access to intranet is controlled and known, and that 
 the agency will ensure that the individual will have hardware and software capable
 of rendering whatever format is in use. Regarding extranets, minimum software/hardware
 requirements have undoubtedly been discussed in the context of establishing the initial
 connection.

 Additionally, the agency is assumed to be providing software and assistive technology
 as needed to ensure access to those web pages and applications. If the population of 
 users is known and the agency can ensure that existing and future staff who need adaptive
 technology can access all information and services on the intranet or extranet, then the
 agency can implement technologies which might otherwise be judged not to be universally
 accessible (e.g., accessible PDF files, Microsoft Word documents or Excel spreadsheets).

 The caveat governing content on agency intranets or extranets would be whether or not 
 content could be made accessible by use of assistive technology alone. For example, 
 audio-only content will not be accessible to an individual with a severe hearing 
 impairment. Similarly, a PowerPoint slide show (which includes significant visual 
 material such as charts, graphs, diagrams, etc.) cannot be made completely accessible
 to an individual who is blind, unless someone undertakes the task of writing textual 
 descriptions of the visual portion of the content.

 If an individual with a disability, as an essential function of their job, requires access
 to particular documents and such access can only be achieved through alternative formats, 
 then there are provisions under Title I of the Americans with Disabilities Act which 
 allow for a reasonable accommodation that may involve converting such documents to 
 alternative accessible formats.

 HTML Elements Affected:  N/A. This standard is concerned more with the layout and
 content of the page rather than the code.