Compliance vs Accommodation Making Regulated Communications Accessible Dennis Quon, edp – Business Development Manager Aimée Ubbink, edp - Document Accessibility Specialist

Accommodation Compliance Emerging Formats Demo to support Emerging Formats 2 Agenda

Typically Alternate formats only represent 3-4% of all documents in an accommodation setting More realistic numbers are 15-20% Today’s DemandTomorrow's Demand 3 Volumes of Requested Accommodation Documents

4 Requests for Alternate Formats

Braille Large Print Audio E-Text DAISY 5 Accommodation Formats

Solutions for single tagging – template to alternate formats One off requests, per customer requirement 6 Dealing with Accommodation

Customer service Calls Requests Alternate Formats Hard Copy mailed to customer at same time as original Both conventional print and hardcopy are sent to customer 7 Current Process for Accommodation Requests

Segregated files are sent to producer for transcription and shipping Secure environments for personal and confidential data Does not address online communications 8 Current Process for Accommodation Production

Critical personal information is generally accommodated on request into an alternate format – Large Print, Braille, eText or Audio. Daily millions of pieces of transaction documents are mailed 9 An Imperfect Solution

Typical strategies have been focused on waiting for a request to accommodate by the client through customer service WHY? 10 State of the Nation

If you are producing and storing PDF, why not store an Accessible PDF or produce an Accessible PDF? Why not make paper accessible? 11 The Question

Technology to make paper accessible is now available High speed automation of Accessible PDF remediation 12 High Volume, High Speed Automation

Data Centers and Print shops produce paper documents from PRINT DESCRIPTION LANGUAGES AFP, PDF, PCL, PostScript, Xerox Metacode, Line Printer, ASCII, EBCDIC, XML etc. Output flows to mailed documents and into an archive for ePresentment or eDelivery 13 How does this work?

Later this year, US Government procurement rules will change to include electronic delivery – WCAG & PDF/UA (NPRM = Notice of Proposed Rule Making) 14 Section 508 NPRM

Accessible PDF (PDF/UA (ISO) & WCAG 2.0) VOICEYE 15 Compliance Formats

Making all documents accessible No Need for disclosure of disability Inclusion by Design 16 Meeting Compliance for the best client experience

Accessible via screen reading software and/or braille display PC or mobile device PDF is tagged so that the end user can navigate the document by headings, tables, etc. Can be accessed by all clients, blind or sighted 17 Accessible PDF

Introduced in South Korea in 2013 – Used for blind, universities, publishers and in a number of large corporations – Printed on Korean government documents and transaction documents Recent surveys suggest 82% of those that are blind / partially sighted utilize smart phones 18 VOICEYE – Making Paper Accessible

Makes Paper Accessible High density barcode – carries up to 250,000 characters per glyph Special formats available Translation via Google Translate Turn-by-turn navigation via Google Maps Uptake is the challenge 19 VOICEYE Maker

20 VOICEYE Demo

Via a Refreshable Braille Display 21 VOICEYE Output

Master Document to Braille, Large Print, eText and Audio – static document Automated Structured Document Accessible PDF Solution – High volume, high speed – Automated Template to Braille, Large Print, eText & Audio 22 Single Master Transform

23 Master Accessibility Configuration One step Automation

Run through of untagged PDF Mixed Content, how do we fix it? 24 Tagging a PDF

Accessible PDF tags – Headers – Paragraphs – Tables Table headers, Cells, rows, merged rows – Artifacts – Images (Graphics, Charts, Histograms) 25 Tagging a PDF, tags used

26 Tagging a PDF - Designer

Smith Cyclery 1 1)Logo 2)Header 1 (Baxter Bay Bank) 3)Paragraph (More Bank for the Buck) 27 Tagging a PDF, 1

28 Tagging a PDF – Designer 1

29 Tagging a PDF – Acrobat 1

Smith Cyclery 2 1)Header 2 (Make Checks Payable) 2)Paragraph (BigBucksCard) 3)Paragraph (Customer Address) 30 Tagging a PDF, 2

31 Tagging a PDF – Designer 2

32 Tagging a PDF – Acrobat 2

Smith Cyclery 3 1)Table (Transactions) 33 Tagging a PDF, 3

34 Tagging a PDF – Designer 3

35 Tagging a PDF – Acrobat 3

With Accessible Text 36 Tagging a PDF – Pie Charts

Without Accessible text 37 Tagging a PDF - Histograms

Complex tables Multiple Languages 38 Tagging a PDF – Complex Tables

Complex tables 39 Tagging a PDF - What else?

OMR OCR MICR Tear Off Indicators 40 Tagging a PDF - Artifacts

Compliance & Accommodation across the board – on paper and on electronic output Accommodations met 41 Compliance & Accommodation Review

Print organizations may be more willing to add compliance on paper Accommodation in a single step is achieved – companies can easily offer Alternate formats Accessible PDF combined with VOICEYE meets a broad range of alternate formats How do we gain uptake? 42 Things to Consider

Ottawa Aimée Ubbink EDP Document Accessibility Specialist, Document Accessibility Services Crawford Technologies Inc. Ottawa Aimée Ubbink EDP Document Accessibility Specialist, Document Accessibility Services Crawford Technologies Inc. Aimée Ubbink, EDP Dennis Quon, EDP Contact Us: