1. PDF Standard Change White paper update April 13, 2010

2. Standard Updated Standard: PDF: When to Use, Document Metadata, Info Required for PDF Sections http://yosemite.epa.gov/OEI/webguide.nsf/standards- guidance/pdf-when2

3. What Changed? Breaking a large document into smaller sections is no longer recommended or required at EPA. Guidelines for posting large PDF documents – there are options. –If you do decide to break a large document into smaller sections there are now cover page requirements. Goal: identify the document the section came from –Don’t post the large one if divided into smaller sections.

4. PDF White Paper Update Guiding principles of the update: –The PDF white paper contains guidelines and best practices to use in conjunction with the standards. –Keep it simple. If there was a simple way and a complex way, recommended simple way. –Don’t create redundant content.

5. What’s New Updated for current best practices Updated technical information for making a document 508 compliant Updated technical information for compressing file size Added information on how to prepare Microsoft product files to create more accessible PDFs –Add metadata –PDF conversion settings –URLs should include http:// to be converted

6. This workgroup recommends: Using Adobe Acrobat Professional because of the accessibility components. Using the most recent version Adobe Acrobat Professional because compression and accessibility has improved in each version Saving to the most recent reader minus one. Use an original clean electronic document. Don’t scan documents if an electronic version is available. Scanned documents are not accessible without a ton of work.

7. Provide Comment This document has been distributed for comment to the EPA Web Council, EPA Web Workgroup and epawebowners list serve Please provide your comments to Judy Dew by COB April 30, 2010

8. Posted URL Webguide: EPA Portable Document Format (PDF) Standards Final will be posted at: http://yosemite.epa.gov/OEI/webguide.nsf/design/pdf _guidance

9. Contact: Judy Dew dew.judy@epa.gov 919-541-2987 PDF Web Council Workgroup Charles Bert, Judy Dew, Ross Gilleland, Michael Hessling, Jaclyn Kelly (BAH), Phoebe Stinson (BAH), Johnny Zimmerman Ward (E ² INC)