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Document Accessibility

Overview

  • House Bill 21-1110: Colorado Laws for Persons with Disabilities, makes it a state civil rights violation for a government agency to exclude people with disabilities from receiving services or benefits because of lack of accessibility.
  • Any Colorado government entity that doesn’t meet OIT’s web accessibility standards could be subject to injunctive relief, meaning a court order to fix the problem; actual monetary damages; or a fine of $3,500 payable to the plaintiff, who must be someone from the disability community.

HB21-1110 Summary

  • Legislation places responsibility for compliance on both platform providers and content owners.
    • The DMVA is the content owner for all information posted on the DMVA and DVA websites.
  • OIT has statutory authority in C.R.S. 24-85-101 to establish statewide accessibility standards. Previously, there was no formal process and little enforcement.
    • The minimum accessibility requirement, set by OIT, is Web Content Accessibility Guidelines (WCAG) level 2.1.
  • All state agencies and local governments must be compliant with state standards by July 1, 2024.
  • OIT will provide resources, training on the state standards, and tools to assist with accessibility, but agencies and local government will need to make the changes and improvements to their online content.

Achieving HB21-1110 Compliance

  • Documents that do not currently meet the WCAG 2.1 standards will either need to be replaced with an accessible version, replaced with comparable content (web page, fillable web form, etc.), or removed by July 1, 2024.
  • The DMVA Webmaster will work to identify documents that do not meet the WCAG 2.1 standards.
  • Additionally, please consider if the content listed in the document would be better suited as a webpage or as information listed on an existing webpage. Webpages are often more accessible and more user friendly. Most website users would rather see information listed on a webpage than a link to a PDF document.

Document Accessibility Responsibility

  • The office that creates a document is its curator and are solely responsible for maintaining the accuracy and accessibility of its contents.
  • Since the DMVA Webmaster is responsible for ensuring the DMVA and DVA websites are compliant with the WCAG 2.1 standards, they will check that all submitted documents meet these standards.
    • Any documents that fail to meet the WCAG 2.1 standards will be returned to the submitter for correction.

Creating Accessible Documents

  • Documents are only accessible if you make them accessible. They are not accessible by default.
  • Making a non-accessible document into an accessible document, a process known as remediation, is time-consuming and may be technically challenging.
  • Document format plays a large role in determining how it is displayed to the user. To ensure uniformity, convert your documents to PDF format.
    • Excel documents may be used when necessary
  • NOTE: PDF is intended for a printed page and not for screens. If the content can be displayed as a web page, work with the Webmaster to get the content posted as a web page.
  • OIT defines an accessible document as one that is:
    • Legible
    • Scannable
    • Searchable

Document Submission Guidelines

  • Send all documents to the DMVA Webmaster at webmaster@dmva.state.co.us.
  • Submitted documents must meet the WCAG 2.1 standards at time of submission. The Webmaster will not convert submitted documents to meet accessibility requirements.
    • The Webmaster will check the document for compliance with the accessibility requirements. Any documents that fail to meet the accessibility requirements will be returned to the submitter for correction.
  • All submitted documents must be in a publishable format.
    • This will generally limited the formats to PDF and, in some cases, Excel.
    • If you believe your document needs to be in a format other than PDF or Excel, contact the Webmaster to discuss solutions.
  • Do not submit a document that presents content that could be a web page.
    • PDF is intended for a printed page and not for screens.
    • Work with the Webmaster to get the content posted as a web page.

Accessibility Guidelines

OIT defines an accessible document as one that is legible, scannable, and searchable. The following content it provided to assist you in creating an accessible document.

Legible

A document is legible when it can be physically read by sighted readers, sight-impaired readers, and readers with cognitive disabilities. The components that you will need to address are:

  • Font size
  • Line Height/Spacing
  • Color Contrast
  • Structured Headings

Font Size

Rule: All documents must maintain a minimum font size of 12pt.

No text in the document may have a font size smaller than 12pt. This includes footnotes, captions, subtext, etc.

Line Height

Rule: Line height/spacing must be at least 1.5.

Line height determines how much white space surrounds the top and bottom of a line of text. All text must have a minimum line height of 1.5 (you may choose to use a larger line spacing, like double, if you desire).

Correct (Line Spacing 1.5):

Lorem ipsum dolor sit amet consectetur adipisicing elit. Rem voluptatem natus, eaque reiciendis numquam quos ad veniam labore enim unde facilis, voluptates voluptatibus dignissimos rerum sint dolor accusamus blanditiis quis alias porro necessitatibus neque? Quis eos quidem minus ducimus libero, saepe voluptates quas. Vitae dolorem provident, explicabo porro sint placeat.

Incorrect (Line Spacing Single):

Lorem ipsum dolor sit amet consectetur adipisicing elit. Rem voluptatem natus, eaque reiciendis numquam quos ad veniam labore enim unde facilis, voluptates voluptatibus dignissimos rerum sint dolor accusamus blanditiis quis alias porro necessitatibus neque? Quis eos quidem minus ducimus libero, saepe voluptates quas. Vitae dolorem provident, explicabo porro sint placeat.

Color Contrast

Rule: All text must have a minimum color contrast rating of 4.6:1 (a contrast rating of 7:1 or greater is strongly preferred).

Text with insufficient contrast between the text color and the background color can be very difficult to read. Rarely will you need to worry about this, as black text on a white background has a 21:1 contrast rating (21:1 is the maximum ratio). If you wish to have text with a background color please contact the Webmaster so they can assist with providing colors with suitable contrast.

Excellent (12:1)


Lorem ipsum dolor sit, amet consectetur adipisicing elit. Reiciendis at optio, cupiditate minus, voluptatem dolore ex nihil autem sint possimus placeat blanditiis non. Ratione, saepe!

Preferred (7:1)


Lorem ipsum dolor sit, amet consectetur adipisicing elit. Reiciendis at optio, cupiditate minus, voluptatem dolore ex nihil autem sint possimus placeat blanditiis non. Ratione, saepe!

Minimum (4.6:1)


Lorem ipsum dolor sit, amet consectetur adipisicing elit. Reiciendis at optio, cupiditate minus, voluptatem dolore ex nihil autem sint possimus placeat blanditiis non. Ratione, saepe!

Unacceptable (3:1)


Lorem ipsum dolor sit, amet consectetur adipisicing elit. Reiciendis at optio, cupiditate minus, voluptatem dolore ex nihil autem sint possimus placeat blanditiis non. Ratione, saepe!

Structured Headings

Rule: Heading must be structured/follow a hierarchical order.

When creating titles for the page content, the headings must follow a sizing order. Use these heading to distinguish between the varying sections and subsections. Ensure the heading sizes of each section and subsections match at each level. Ex:

Heading 1

Heading 2

Heading 3

Heading 4

Heading 5
Correct:

Page Heading

Section 1 Heading

Subestion 1 Heading

Lorem ipsum dolor sit amet consectetur adipisicing elit. Rem voluptatem natus, eaque reiciendis numquam quos ad veniam labore enim unde facilis, voluptates voluptatibus dignissimos.

Subestion 2 Heading

Lorem ipsum dolor sit amet consectetur adipisicing elit. Rem voluptatem natus, eaque reiciendis numquam quos ad veniam labore enim unde facilis, voluptates voluptatibus dignissimos.

Incorrect:

Page Heading

Section 1 Heading

Subestion 1 Heading

Lorem ipsum dolor sit amet consectetur adipisicing elit. Rem voluptatem natus, eaque reiciendis numquam quos ad veniam labore enim unde facilis, voluptates voluptatibus dignissimos.

Subestion 2 Heading

Lorem ipsum dolor sit amet consectetur adipisicing elit. Rem voluptatem natus, eaque reiciendis numquam quos ad veniam labore enim unde facilis, voluptates voluptatibus dignissimos.

Scannable

A document is scannable when a screen reader can quickly scan and easily understand the information in a document. There are many parameters that can impact scannability but generally you will only need to address:

  • Document title
  • Meaningful link text
  • Image text alternatives
  • Clear and concise content

Document Title

Rule: Each document must have a title.

A title provides context for the screen reader. In both Adobe and Excel adding a title is pretty straight forward process.

Adobe
  1. Open your PDF in Acrobat Reader
  2. Click ‘File’
  3. Click ‘Properties’.
  4. In the ‘Document Properties’ window make sure you are in the ‘Description’ tab
  5. In the ‘Title’ text enter the document title
  6. Click the ‘OK’ button
Excel
  1. Open you spreadsheet in Excel
  2. Click ‘File’
  3. On the left navigation bar click ‘Info’
  4. In the ‘Properties’ section on the right enter your title in the ‘Title’ box
  5. Click the back arrow (top left corner)
  6. Save the spreadsheet

Meaningful Link Text

Rule: Use descriptive language for the text that has a hyperlink attached to it.

It is best practice to avoid using hyperlinks in documents as it is quite laborious to change the link after publishing. That said, if you need to use a hyperlink in your document make sure the linked text is descriptive of what it is linking to.

Correct:

To request your documents, please send the Archives a completed Standard Form 180.

Incorrect:

To download a Standard Form 180, click here.

NOTE: It is best practice to additionally bold hyperlinks. By default, hyperlinks identify themselves by changing their text color and underlining themselves. Individuals with varying levels of color blindness may lack the ability to easily notice the hyperlink's different text color. Bolding hyperlinks provides an additional identifying trait.

Image Text Alternatives

Rule: All images must be labeled with a text alternative.

It is important to have alternative image text attached to photos as it allows the screen reader to read a description of the image to the vision impaired user.

Adobe

To add image tags in a PDF you will need Acrobat Reader Pro.

  1. Open you document in Acrobat Reader Pro
  2. Click ‘Tools’
  3. Click ‘Accessibility’
  4. Click ‘Set Alternate Text’
  5. A dialogue window will pop up telling you it will detect all images in the document
  6. Click ‘OK’
  7. A ‘Set Alternate Text’ window will open
  8. Enter the alternate text in the text box
  9. Click the right arrow at the top of the window
  10. Repeat steps 8 and 9 until all images have alternate text
  11. Click ‘OK’
Microsoft Word

Microsoft has a guide on how to add alternative text to images in a word document, which you can do before converting a document into a PDF.

Alternative Text Example

Close-up of a male peacock's metallic blue feathered head and blurred background.

Close-up of a male peacock's metallic blue feathered head and blurred background.

Clear and Concise Content

Rule: When composing your document use clear and concise language for all content.

The goal is to ensure that the largest audience can understand your content. Using common words, short sentences, and bullet points can help make it easier for readers to understand.

Searchable

A searchable document allows words within the document to be searched for by a digital device, used by the reader.

Word Recognition

Rule: Your document must be encoded to enable a reader to recognize text and search for words.

Luckily, this requirement is pretty easy to fulfill as most modern PDF conversion software automatically encodes the resulting PDF with searchable text.

Language

You must set the language of your document. You can set the language when creating the document in Microsoft Word. Microsoft has a detailed guide that will walk you through the steps of setting the language. 

Converting a Document to a PDF

Microsoft Word

Make sure you export or save your document as a pdf. Do not print to pdf or you will lose all tags and alternative text used by screen readers.

Microsoft PowerPoint

Sometimes instead of creating a new document, PowerPoint presentations are recycled and shared for post presentation references. In general, it's best to avoid using PowerPoint documents because they are often less accessible than word documents and PDFs.

If you must use a PowerPoint document, you should convert it to a PDF before sharing the file. The best way to do this is from Adobe by going to the file menu, clicking "create" and choosing the "from file" option.

Just like in Microsoft Word, please do not click print to PDF or you will lose any tags or alternative text already in the document. 

Additional Resources

Please take a look at some of the below resources on creating accessible content. If you need additional assistance, please reach out to the webmaster.