CLF for the Internet - Standard 1.2 - Document Technologies (May 2000)

Rationale

The W3C is an international industry consortium that develops many of the standard languages used by Web page designers and Web application programmers. As explained in the following quote, the W3C is committed to the concept of "Universal Access":

• "W3C defines the Web as the universe of network-accessible information (available through your computer, phone, television, or networked refrigerator...). Today this universe benefits society by enabling new forms of human communication and opportunities to share knowledge. One of W3C's primary goals is to make these benefits available to all people, whatever their hardware, software, network infrastructure, native language, culture, geographical location, or physical or mental ability. W3C's Internationalization Activity, Device Independence Activity, Voice Browser Activity, and Web Accessibility Initiative all illustrate our commitment to universal access."

Source: W3C... in 7 points.

Through the working groups of the W3C's Web Accessibility Initiative, all W3C language specifications under development are looked at through an "accessibility lens" to ensure that the goals of interoperability and accessibility are met. To the best of our knowledge (at the time of writing), no other technology-standard setting bodies can make that claim.

The reason for inclusion of Standard 1.2 is to promote the use of standards that are known to include constructs and tools that make accessibility possible.

Interpretation

Primary Format for All Documents

HTML or other language recommendations* developed by the W3C must be the primary format for all documents on GoC Web sites.

Please note that simply using W3C languages for markup or application design does not mean that your products will be naturally accessible: using W3C languages does allow you to use standard methods to ensure the accessibility of your products.

Current W3C technologies

• MathML for mathematical equations
• HTML, XHTML, XML for structured documents
• RDF for meta data
• SMIL to create multimedia presentations
• CSS and XSL to define style sheets
• XSLT to create style transformations
• PNG for graphics (although some are best expressed in JPG, a non-W3C spec)

* Recommendation is the term the W3C currently uses instead of Standard

Alternate Versions

In cases where the document cannot be represented in HTML, users should be given information on how to obtain alternate versions, e.g., print, Braille, audio, etc.

First and foremost, be aware that this is a "last resort" measure. It was not included as a CLF Standard to give you a convenient method of avoiding the (often minimal) effort necessary to make your Web page or Web application accessible.

Most Web content can be made accessible, especially if you are using W3C recommended languages - see list. If, however, after your best effort you cannot make the content or application accessible, please refer to Techniques 1 - 6.

Portable Document Format

Portable Document Format minimum version 2.1 should only be used as an alternate format.

Contrary to popular belief, the Portable Document Format, or PDF, pioneered by Adobe Systems® is not (yet) an ideal format for electronic information storage and dissemination. It might be the ideal format for preserving print layouts across differing computer platforms, but that paradigm raises all sorts of interesting barriers to electronic information exchange on the Web.

The question always arises: Are PDF files accessible?

And the answer is: PDF files are not directly accessible to persons with (primarily) visual impairments.

The question then arises: Can PDF be converted to a more accessible format?

The answer is: Yes.

And this begs the question: Are the converted documents accessible?

The answer is: Some are and some aren't.

Adobe has made a significant effort to improve access to PDF content, and continues to do so, while admitting the difficulty of the task. Adobe offers free PDF-to-HTML or PDF-to-ASCII text conversion services.

In the MS-Windows environment, users have three options:

1. Download and install the Acrobat Access plug-in for Acrobat® Reader 4.0;
2. Submit the URL of a PDF document via a Web form at the Access.Adobe.com Web site; or
3. Send a PDF file via e-mail to the automatic conversion service.

(For other operating systems, only the last two options are available.) In each case, the conversion is done quite quickly and the results returned to the user.

Generally speaking, the accessibility (to persons with disabilities) of a converted PDF document depends on a number of factors:

• The software used to create the PDF file.
  For instance, if the PDF is a scanned, bit-mapped image it will not be directly accessible since it contains no actual textual information.
• Bit-mapped PDF files are not searchable by Web indexing services.
  This is why textual versions of documents are important (to the GoC). Information is useless if it cannot be found.
• The platform on which the end user is viewing the PDF files.
  For instance, while Acrobat® Reader is available for many platforms, its accessible plug-in is only available for the MS-Windows® (95, 98, NT) operating system. Users of other platforms must have a connection to the Internet (through the Web or via e-mail).
• The complexity of the original document.
  For instance, a simple single column of text with no images will be easily accessible after conversion to HTML or text-only. A complex document with multiple column articles spanning different pages (like a newspaper), containing numerous graphics or large and complex data-tables, will be highly inaccessible after conversion.
• Graphical content and formatting are stripped from converted PDF files.
  Thus if critical information was conveyed in the images or, by implication, from the layout of the information, then that information will be lost. PDF does not have a mechanism to supply "alt-text" on images.
• Electronic PDF forms are (mostly) inaccessible.
  Legacy (static) PDF forms (text or bit-mapped) must generally be downloaded, printed, then scanned on an OCR system before being useable by persons with visual disabilities. Even then, complex forms will be mostly unusable. The latest versions of Adobe software permit the creation of "live" electronic forms that can be completed and processed on-line. As of June 2000, Adobe does not have a completely reliable accessible alternative for this problem. They are working on the issue and the Web site at Access.Adobe.com provides more information on their efforts.

It is for these (and possibly other) reasons that the CLF standard states that PDF formatted documents may be provided, but only as an alternative to an accessible version.

1.2 Best Practices

Technique 1: Include A Statement
Technique 2: Accessible Markup
Technique 3: Accessibility Notice
Technique 4: Converting Legacy And PDF Documents
Technique 5: Manager's Guide To Multiple Format Production
Technique 6: Guidelines And Specifications For Providing Information In Multiple Formats

Technique 1

Include a statement

If, in spite of your best efforts, you are unable to make any document or page accessible, the following is an example of explanatory text you can use to meet the requirements of Standard 1.2. Please note that this technique should be used only as a last-resort as it is contrary to the spirit of the policy that is intended to make all Web content widely accessible.

Include a statement on the same page and preceding the inaccessible element to this effect (some optional language is enclosed between square brackets):

• If the following [information, content, document, application, form, interactive questionnaire, animation, multimedia presentation or whatever it may be] is not accessible to you, please contact [name, e-mail, phone number, TTY number, mailing address or other appropriate contact information] for [assistance, explanations, alternate formats such as regular print, large print, braille, audio cassette or other appropriate format]

Technique 2

Accessible markup

Another way to provide similar information in a Web page is to include it as the content of the <OBJECT>, <APPLET> (deprecated), <NOSCRIPT>, or <NOEMBED> elements:

The following is an example of accessible markup you can use to meet Standard 1.2.

<OBJECT data="http://mysite.com/finance_calculator.class" type="application/java" >
Note: If your system cannot run this Financial Calculator program (a Java application) please contact the Financial Programme Office at (613) 555-5555 for assistance.
</OBJECT>

Note that <EMBED> and <NOEMBED> are not included the HTML standard, and <APPLET> is deprecated as of HTML 4.0.

The information placed between the start and end tags of the <OBJECT> element will be displayed on browsers that either don't support Java, or that don't support <OBJECT>.

Technique 3

Accessibility notice

Finally, if you resort to using such techniques, you should also place a note in the "Help" pages associated with your site. Something like this would be appropriate:

Accessibility Notice:

While every reasonable effort has been made to ensure the accessibility of this site, some content or services found here might be inaccessible to some visitors. In those circumstances, the contact information for someone who can assist you has been provided.

However, what you should first do in any case is make an effort to create an accessible alternative (using accessible markup) and include it as the content of the element - or less desirably, on a separate page - instead of resorting to the above disclaimers.

Technique 4

Converting legacy and PDF documents

For those concerned about vast legacy holdings of bitmapped or complex PDF documents, see alternative versions: Standard 1.2, for a possible solution.

Conversion of Legacy Documents to PDF

New files created in PDF must also be provided in an accessible format.

Legacy Documents already in PDF Format

Departments should start identifying the PDF documents that are most frequently accessed and develop a strategy for converting them to W3C accessible formats.

Technique 5

Manager's Guide to Multiple Format Production

Produced through the Assistive Devices Industry Office of Industry Canada for the Government of Canada. Financial support from the Treasury Board Employment Equity Positive Measures Program Intervention Fund.

http://www.collectionscanada.ca/accessinfo/s36-202.001-e.html

Technique 6

Guidelines and Specifications for Providing Information in Multiple Formats

Human Resources Development Canada Développement des ressources humaines Canada CA-406-12-99E

This document is available in multiple formats: large print, audio cassette, braille, and computer diskette in English and in French by calling 1 800 788‑8282.

Table of Contents

1. Providing Accessible Human Resources Development Canada Information to All Canadians
2. Preparing Information for Multiple Format Production
   Requirements for Developing the One Source Master
3. Guidelines and Specifications for Providing Information in Multiple Formats
   • Large Print
   • Audio Cassette
   • Braille
   • Computer Diskette
   • Packaging
   • Considerations for Multiple Format Production
4. Annex

I  Providing Accessible Human Resources Development Canada Information to All Canadians

As the lead department on disability issues, Human Resources Development Canada endorses the rights of all citizens to have equal access to our information, programs and services.

Providing accessibility to its information is important for Human Resources Development Canada. HRDC believes that the integration of people with disabilities into the mainstream will be instrumental in maintaining Canada's position as a world leader in the areas of human rights, disability, communications and technology.

Information is made available to Canadians through conventional print, via broadcast (radio / television) or through the Internet. However, there is a significant and growing portion of the population unable to access information through these methods.

Canadians provided with essential information and services through accessible communications methods such as large print, braille, audio recording, teletypewriter, listening systems, captioning and descriptive narration for film and video, and innovative electronic information delivery systems are more able to become active participants and contributors in the governance of their lives.

Accessibility requirements for such increasingly prevalent communications media such as the Internet and film and video are being developed. This document, however, will confine itself to the provision of large print, braille, audio cassette, and computer diskette.

II  Preparing Information for Multiple Format Production

When authors of HRDC documents work in consultation with producers of multiple formats at the planning stage, it becomes possible to synchronize the release date of publications so that all formats are available to Canadians at the same time.

Marketing, promotion and distribution strategies should ensure that, upon publication, Canadians are made aware of the availability of multiple formats. The conventional print publication should include this information.

Many documents prepared for conventional print publication contain elements that are not comprehensible in audio format (e.g., footnotes, charts, sidebars, etc.). For this reason, the first step in preparing text for production in multiple formats entails modifying the original electronic text version to ensure audio comprehension. This narrative script then becomes the one source master from which electronic multiple format masters are generated. This ensures consistency among all formats.

Requirements for Developing the One Source Master

• It is the responsibility of HRDC authors to contact the Depository Services Program (DSP), Public Works and Government Services Canada (PWGSC), to acquire a Government of Canada Catalogue Number and ISBN for each format. Consult dsp-psd.pwgsc.gc.ca
• A separate one source master is created for French, English and any other language
• The document provided to create the one source master must be the final, edited electronic copy
• Electronic masters are designed to be compatible with World Wide Web accessibility criteria. Consult www.w3.org/wai/
• A hard copy of the conventional print document is provided for reference purposes
• Logos are supplied in electronic format
• Visual elements are described in narrative form
• Footnotes and sidebar information are incorporated in body text
• Body text is formatted as a single column
• Table of contents is included, if the document is lengthy or if the text contains references to page numbers
• References to page numbers in text are replaced by references to table of contents
• Forms, applications, questionnaires, etc. are adapted for compatibility in all formats and for ease of use
• Sensitive and classified information is protected

III  Guidelines and Specifications for Providing Information in Multiple Formats

Large Print

Some partially sighted people can read print if the type is larger than that used for conventional material. For others, printed matter is accessible through the use of large print in conjunction with magnification devices such as closed-circuit television (CCTV).

Professional graphic designers ensure that layouts and typography provide optimum legibility. Paper qualities such as colour, texture, weight and finish are extremely important. Spiral binding allows pages to lie flat when opened and folded back for use with assistive reading devices.

Master:

• High density 3 1/2" IBM-formatted or Zip IBM-formatted computer diskette
• PostScript file as ASCII, formatted for 8 1/2"x11" paper formatting conforms to professional graphic design and typesetting standards
• Sans serif fonts (such as Arial, Univers, Geneva, Helvetica Regular)
• 16 point type for body text, 20% leading (standard default)
• Headings and subheadings proportionally larger and bold
• Upper and lower case for all text, including headings and subheadings body text (single column only), headings and subhead type set flush left, ragged right (left justified)
• One hard space only between sentences
• No hyphenation of single words at ends of lines; no italics, underline to represent italics
• Page margins: documents of 1-15 sheets; 1" top, bottom, outside, inside
• Documents of more than 15 sheets; 1" top, bottom, outside; 1 1/4" inside
• Black print on 24lb - white smooth opaque paper; no screens
• Binding: documents of 2-15 sheets stapled top left corner
• Documents of more than 15 sheets spiral binding

Audio Cassette

For blind or partially sighted people, and for some people with low literacy skills, as well as many new Canadians, listening may be the only access to the written word.

Information that is presented in point or list form is edited for audio comprehension. Listening instructions and audible tone indexing are incorporated to allow listeners to locate specific sections of the text.

Audio masters are recorded by professional narrators. Computer-generated synthesized voice files can be used for production of time-sensitive reference information subject to frequent re-listing such as: press releases, indexes, catalogues, bibliographies, etc.

Master:

• Digital audio tape (DAT) formatted for 2 track (1 7/8 per second) cassette
• Tone index: (50-60 Hz signals) audible in fast forward and rewind modes
• Single tone for section titles
• Two tones for illustrative material (figures, tables, charts, graphs, etc.)

Label:

• On side A - large print and grade II braille

Braille

Many blind, deaf-blind and partially sighted people gain access to the printed word through braille, a tactile reading system composed of embossed dots on paper. The system has three levels: grade I (basic) and grade II (contracted) are used for publishing braille documents in accordance with standards set by the Braille Authority of North America (BANA). Consult http://braille.brl.org/formats/. Grade III (shorthand) is not used for publication. Professional braille transcribers and proof readers ensure accuracy of transcription.

Master:

• High density 3 1/2" IBM-formatted computer diskette
• MS-DOS Grade II braille file formatted according to BANA standards for 8 1/2"x11"
• Braille paper
• 3/4" inside margins
• 30 characters maximum per line
• 25 lines maximum per page - page number only on line 25
• Double-sided (interpoint) printing

Binding:

• Documents of 2-10 sheets stapled top-left corner
• Documents of more than 10 sheets cerlox binding
• Large print and braille cover page

Computer Diskette

Some blind and partially sighted people use computer-based technology to gain access to printed information that is also available electronically. Information must be formatted as text-only and braille electronic files to ensure compatibilty with adaptive technologies such as large print screen display software, voice synthesizers and braille printers.

Master:

• High density 3 1/2" IBM-formatted or Zip IBM-formatted computer diskette
• ASCII file (MSDOS text)
• Body text is formatted as a single column
• 76 characters maximum per line
• Courier 10 point font (standard default)

Label:

• Large print and grade II braille

Packaging

• Large Print: 9"x 12" mailing envelopes or cardboard boxes for volume order
• Audio Cassette: bubble mailing envelope or cardboard packaging marked "Free Matter for the Blind"
• Braille: bubble mailing envelope or cardboard package marked; "Braille - Please Do Not Bend" and "Free Matter for the Blind"
• Computer Diskette: cardboard diskette mailing package or cardboard box

Considerations for Multiple Format Production

• Print copies should accompany the final electronic files to ensure consistency and cohesiveness across all formats
• Revisions to the final, edited electronic copy may result in increased costs to the document originator
• Documents submitted for multiple format production should be edited and proofread to ensure quality
• Nested numbering systems should be simplified where possible
• A brief description of the information contained in the document should be provided by the originator for catalogue purposes
• A summary of the information contained in the document should be provided by the originator if the document is lengthy

IV  Annex

Treasury Board of Canada Secretariat
140 O'Connor Street, Ottawa, Ontario, Canada K1A 0G5
General Inquiries, Distribution Centre
Tel: (613) 957-2400
Fax: (613) 996-0518
Policies & Publications Inquiries, Distribution Centre
Tel: (613) 995-2855
Fax: (613) 996-0518
Web: http://www.tbs-sct.gc.ca

How to Provide Alternative Formats (BT53-7/1993-L)
ISBN: 0-662-59900-4
Depository Services Program (DSP),
Public Works and Government Services Canada (PWGSC)
350 Albert Street, 4th Floor, Ottawa, Ontario, Canada
K1A 0F5
General Inquiries & Claims: (613) 990-5221
Web: dsp-psd.pwgsc.gc.ca

Braille Authority of North America (BANA)
Phyllis Campana, Chairperson
American Printing House for the Blind
P.O. Box 6085, Louisville, Kentucky, U.S.A. 40206
Tel: (502) 899-2302
Fax: (502) 899-2284
Email: pcampana@uph.org
Web: www.brailleauthority.org/

National Library Service for the Blind and Physically Handicapped
Library of Congress, Washington, DC, U.S.A. 20542
Tel: (202) 707-5100
Fax: (202) 707-0712
TDD: (202) 707-0744
Email: nls@loc.gov
Web: www.loc.gov/nls/

University of British Columbia Disability Resource Centre (Crane Library)
Room 1040, 1874 East Mall, UBC,
Vancouver, British Columbia, Canada V6T 1Z1
Crane Resource Centre: Tel: (604) 822-6111
Crane Production Unit: Tel: (604) 822-6114
Email: disability.resource@ubc.ca
Web: www.library.ubc.ca/home/access/crane.html

Web Content Accessibility Guidelines
Web accessibility initiatives are sponsored by many organizations
around the world including Industry Canada.
Web: http://www.w3.org/WAI/

Closed Captioning Web
Web: www.captions.org/