1. Creating Accessible PDF Documents Debi Orton, NYS GOER Jeff Bennett, NYS CIO/OFT

2. Today’s Program – Part I Objectives for first half of program: – Background on the Portable Document Format – Defining “Accessible PDF” – Screen Reader Demonstrations – Creating Simple PDF from MS Word 2007

3. Background on Portable Document Format (PDF)

4. What is “PDF”? Acronym for “Portable Document Format”, now an ISO standard “Page Description Language” – Describes how document should appear Adobe’s Version 1.0 of PDF announced at Comdex Fall in 1992; won ‘best of Comdex’ award Acrobat released on 15 June 1993 One of the proprietary formats most often used on web

5. PDF History PDF v. 1.1 (Acrobat 2, 11/94) – hyperlink support & security PDF v. 1.2 (Acrobat 3, 11/96) – forms and multimedia PDF v. 1.3 (Acrobat 4, 04/99) – annotations, digital signatures, JavaScript actions PDF v. 1.4 (Acrobat 5, 05/01) – 128-bit encryption, tagging, improved JavaScript support

6. PDF History PDF v. 1.5 (Adobe 6, 04/03) – support for layers, improved support for tagging and compression, XFA (XML Forms Architecture) PDF v. 1.6 (Adobe 7, 01/05) – embedding Open Type fonts, use of PDF as “container” to embed other files, XML forms PDF v. 1.7 (Adobe 8, 10/06) – Improved security, commenting support, embed printer settings

7. PDF History Adobe Proprietary extensions: – 2008, Adobe 9.0 – 256-bit Advanced Encryption Standard (AES) support – 2009, Adobe 9.1 – XFA 3.0 (update to XML Forms Architecture)

8. PDF File Format Independent from the platform viewed or created on File structure fixed, contains four sections: – Header, identifying version of PDF spec in use – Body, contains descriptions of elements used on all pages – Cross-reference table referring to all elements from the body – Trailer, identifies location of cross-reference table, always ends with ‘%EOF’ - if missing, PDF file is incomplete and cannot be read

9. PDF & Other Formats XPS – Microsoft’s XML Paper Specification – Another page description language – Integrated into Windows 7 – Not intended as intermediate format, editing options limited – Use for final only

10. PDF & Other formats PostScript – PDF based on PostScript, both created by Adobe – PDF files smaller because of compression – PDF can be visualized easily; PostScript files can’t – PDF easier to modify – PDF more device independent – PDF files can be more versatile

11. PDF & Other Formats HTML – HTML started out describing structure of document, not moderating appearance; appearance governed by browser, not author – Newer versions of HTML focused on appearance – Adobe added web functionality to PDF, created browser plug-ins

12. PDF & Other Formats XML – Extensible Markup Language, describes document contents; PDF describes document appearance – PDF 1.3 included structure tree that could contain XML-like data, but no mechanism to embed that information into PDF document – Mars Project i ntroduced in ‘06 XML-friendly representation for PDF documents called PDFXML PDFXML file format incorporates additional industry standards such as SVG, PNG, JPG, JPG2000, OpenType, Xpath and XML into ZIP-based document container

13. PDF & Other Formats Acrobat – Software suite developed and sold by Adobe to generate, visualize, and manipulate PDF documents – NOT a “flavor” of PDF; an implementation of PDF – Uses ISO PDF standard, adds proprietary “extensions”

14. PDF & Other Formats PDF/A – ISO standard intended as an archival format that would be compatible with future versions of PDF “…has the clear aim of ensuring that the display of documents is entirely clear - both today and in the future. “ From www.pdfa.org

15. Working with PDF Documents PDF documents need specialized software to visualize (view) or edit them Adobe Acrobat Reader most widely used means of accessing PDF files Reader comes as browser plug-in or as stand- alone program Reader is free; Acrobat Distiller is expensive (Standard $299 list, Pro $449 list)

16. Working with PDF Documents Some word processing packages can generate PDF files from native documents: – Sun’s Open Office Suite – Microsoft’s Office Suite 2007

17. Defining “Accessible PDF”

18. What is “Accessible PDF”? Readable by assistive technology Content presented to assistive technology in proper order Visual elements are described Form markup supports keyboard navigation and provides sufficient information to allow completion

19. Common Problems PDFs from scanned images PDFs containing content that is not described PDFs generated from documents with complicated formatting PDF forms that are not created to work with keyboard

20. Screen Reader Demonstrations

21. Creating a PDF from Microsoft Office 2007 Microsoft provides a free plug-in: Microsoft Save as PDF or XPS http://www.microsoft.com/downloads/details.aspx?FamilyId= 4D951911-3E7E-4AE6-B059-A2E79ED87041&displaylang=en http://www.microsoft.com/downloads/details.aspx?FamilyId= 4D951911-3E7E-4AE6-B059-A2E79ED87041&displaylang=en Works with Word, Excel, PowerPoint, and Access Download and install; automatically shows up on “Save As” menu

25. PDF from MS Word 2007: Simple Document “Simple document”: One or more pages of one- column text content How-to: – Save original document – From Office menu: Save As/PDF or XPS Complete “Save As” dialog box – be sure to select PDF as file type Select appropriate options

26. 10-MINUTE BREAK

27. Today’s Program – Part II NYS Standard 14 on Proprietary Formats Section 508 and PDF Documents Myths and Caveats Factors in PDF Accessibility – Creation Method – Content Demonstrations Questions and Answers

28. PDF and Accessibility Rule #1 of web design: You have no control over the user or platform consuming your web content Adobe changed file format for v. 6.0 and later; users with older versions of Acrobat (and they’re still out there) won’t be able to access

29. PDF and Accessibility Rule #2 of web design: The more factors involved in performing an action, the higher the likelihood that someone will screw it up. Users should not have to be experts on which versions work with which other versions.

30. NYS P08-005 A.14 Downloadable/Embedded Objects A.14.1. Word processing documents, spreadsheets, and programmatic objects (e.g., Flash or Shockwave objects) must be served in a manner that can be read and used with assistive technology whenever possible. When documents that cannot be read with assistive technology are used, links to accessible versions of the documents are required.

31. NYS P08-005 A.14 Downloadable/Embedded Objects A.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.

32. NYS P08-005 A.14 Downloadable/Embedded Objects A.14.3. Agencies with web sites that use downloadable or embedded objects must provide reasonable accommodations for individuals who do not have the software necessary to read or use the objects, either on the web site directly or by providing contact information that gives such individuals access to the information or function.

33. NYS P08-005 A.14 Downloadable/Embedded Objects A.14.4. Documents in Portable Document Format (PDF) should be properly marked up to support assistive technology whenever possible. If PDFs are created from scanned images, a link to an accessible version of the document is required.

34. Section 508 Nothing specific to PDF files If content requires plug-in, link to plug-in must be provided – 1194.22(m) 1194.31 – At least one version of site content must be available that does not require specific sensory ability (that is, must accommodate vision, hearing, mobility, or speech impairments)

35. DEMONSTRATIONS

36. Questions? For questions after the session: Debi Orton dorton@goer.state.ny.us Jeff Bennett Jeff.bennett@cio.state.ny.us