SAMHSA's Section 508 Resources
Lessons Learned from HHS Presentation
March 2008
On file formats:
Straight HTML is the file way to go for as much as possible.
On posting non-HTML files:
- MS Word: Use Microsoft Word if you want people in the field to be able to modify the information in the document. Example: Flyers and brochures that can be customized for different organizations but follow the same template.
- PDF: Use for documents that need to be copied unchanged in the field (facts sheets to be handed out, etc.
- Do not use PDF simply to show signatures or because you think PDF cannot be changed (it can).
- Adobe Acrobat Professional Version 8 is the HHS standard for creating 508 compliant PDF documents.
- For MS Word and PDF files, the documents do not need to be 508 compliant if there are HTML equivalents available. Please see HHS checklist.
- Powerpoint: At the moment there is no official guidance. HHS is creating that guidance now.
- In all instances, the only time a Word document should be posted is if it needs to be modified by others. In all other cases, it should be made plain HTML, or Section 508 compliant PDF.
Please see HHS guidance on PDF 508 Guidance.
On Zip files:
Zip files are only okay if they meet the following three criteria:
- The files in the zip are 508 compliant.
- The files in the zip are listed and described in HTML on the page/area that they are posted on.
- The filenames within the zip file are logical to non-topic experts (i.e. plain English).
On E-mail compliance:
An e-mail does need to be Section 508 compliant if:
- It is a "blast" e-mail to a full OpDiv, Agency, or other large group.
- It is being sent to persons with disabilities.
- It is being sent to a "known audience" that plans to forward to an 'unknown audience'
- It contains a graphical flyer or a non-compliant attachment.
An e-mail does not need to be Section 508 compliant if:
- It does not contain any attachments.
- It is a draft document.
- It is a draft or final document that is being sent to a "known audience" that does not include any person(s) with disabilities.
Emails with non-compliant attachments (such as a graphical flyer or newsletter) can be made 508-compliant in one of two ways. You can either:
- make the attached document 508 compliant, or
- add the text of the attached document within the body of the email.
For example a non-compliant PowerPoint flyer can be attached to an email as long as all if the pertinent details of the flyer are reiterated in the body of the email in text format.
Additional e-mail guidance from HHS is available.
On the delivery of websites from contractors:
All new websites and web content must be 508 compliant to be launched. If a contract runs out of money before being able to make a deliverable or website 508 compliant, that website will not launch.
Related HHS Guidance/Standards:
508 and old websites:
Older websites should come offline if their content is out-of-date (ie. no longer relevant), and there is no money to update the site.
One reason why is because someone could pull this information up in Google and they would be pulling up the wrong information.
Please see HHS policy for web records management.
On Intranet websites and Shared Drives:
- For shared drives, the same rules as e-mail compliance apply.
- For sharepoint sites, the same rules as email as e-mail compliance apply
- For intranet sites, they follow the same rules as internet sites. Section 508 applies.
On Undue Burden:
Undue Burden only applies if the cost of compliance exceeds 5% of the full agency's budget. In other words, undue burden will never apply.
On the "Interim Provision":
If content absolutely needs to launch but will not be able to be 508 compliant at the time of content launch, WCD will grant permission on cvase-by-case basis to post the content so long there is alternate acces to the information and there is a commitment that it will be replaced with 508 compliant content within a short period of time (example is a one-week turn around). The delivery date of the 508-compliant files should be posted on the web.
Please see HHS Policy for interim access.
On making judgment calls about old content on websites:
- "Get brutal and clean out the basement..."
- Ask yourself, "Is this worth the cost of fixing it? If not, delete it."
- Use metrics to determine actual need for certain files, pages, and websites to exist.
Please see HHS policy for web records management.
On Watchfire's file testing:
Watchfire tests web pages (html) for 508 compliance. Watchfire cannot test PDF or Word files for 508 compliance. It simply lists all of the files it found in the report as warnings. It is up to us to check these files for 508 compliance.
HHS Press Release requirements:
If a press release is going out, the following pages must be 508-compliant before the release goes out (or the PR will be put on hold):
- The Press Release web page
- The landing page referenced in the press release, and its related documents.
Please see HHS Press Release Clearance for more information.
Last Update: 04/07/2008
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