Reports from the Field: Representatives from UW Bothell and UW Tacoma Discuss Accessibility Efforts and PDF Remediation Options Ana Thompson, Learning Technologist & IT Accessibility Liaison Lead Ashley Magdall, Web Support Specialist Mark Van Beek, Web Developer Gaby de Jongh, IT Accessibility Specialist

Scope & Overview Explore the complexities, financial cost, and time commitments facing our units when implementing State Policy #188 prioritize (triage) files procure tools for remediation identify training needs of document creators identify cost effective and compliant vendor The PDF Remediation Pilot Project was initiated February 2017 between ATS and UW-Tacoma. In March of 2017, Bothell joined. ATS paid a vendor for remediation of a select group of PDF documents and both campuses agreed to provide support staff for identifying PDFs, work with ATS for initial training on creating and remediating.

Conclusions & Recommendations Each unit could: determine if documents are or are NOT accessible determine if documents need to be PDF or if they can be turned into HTML webpages determine the number of electronic documents published on their websites plug-ins and scripts determine which documents are orphaned and develop a plan to deprecate them content owners determine which documents should be kept or deprecated develop a plan to convert inaccessible documents to accessible documents that includes training document creators submitting complex inaccessible PDF documents to a vendor for remediation -determine if documents posted on UW websites are or are NOT accessible -determine if documents need to be posted using PDF or if they can be turned into HTML webpages, and make a plan to convert documents to HTML whenever possible -determine the number of electronic documents published on their websites using plug-ins - SiteImprove or Kentico program a script -determine which documents are orphaned and no longer need to be posted and develop a plan to deprecate them content owners determine which documents should be kept or deprecated -develop a plan to convert inaccessible documents to accessible documents that includes how to use built-in accessibility checkers for Microsoft and Adobe products how to create accessible native and PDF documents how to remediate simple PDF documents -submitting complex inaccessible PDF documents to a vendor for remediation Sending PDF documents to a third-party service can also be used to save staff time and money, depending upon the complexity of the documents and the turnaround time required