Comments:Accessing a document or information that is provided in proprietary formats such as PDF, Microsoft Word or Microsoft PowerPoint, requires the user to have specialized software in order to open and read the document. For example, for people who are blind and using screen readers, only two of the screen reader software packages have the capability of reading PDF formats, WindowEyes and JAWS. Even then, a PDF file is only readable with these two screen readers if the PDF file has been created in an accessible PDF format. Likewise, for someone with a reading-related disability, a PDF file that is rendered as a graphic is not accessible to software that converts text to speech.
To ensure maximum accessibility of documents to the broadest audience, it is necessary to provide the document in an accessible HTML format or in plain text format. For example, the NYS Web Accessibility Policy Standards web page (http://www.oft.state.ny.us/policy/s04-001/index.htm) is in accessible HTML format, but also provides links to both MS Word and PDF versions.
The following code example represents one document in a list of documents, each document name followed by links to that document in alternate formats, thus providing the visitor with optional formats to select from.
<p>Our Commissioner's Remarks are available in three formats:<br>
<a href="http://www.agency.state.ny.us/press/remarks.html">In HTML format</a><br>
<a href="http://www.agency.state.ny.us/press/remarks.doc">In Microsoft Word® format</a><br>
<a href="http://www.agency.state.ny.us/press/remarks.pdf">In Adobe Acrobat/PDF® format</a><br>
</p>Comments: Within the bounds of a State agency's intranet, it is assumed that the population of those who have access to intranet is controlled and known, and that the agency will ensure that the individual will have hardware and software capable of rendering whatever format is in use. Regarding extranets, minimum software/hardware requirements have undoubtedly been discussed in the context of establishing the initial connection.
Additionally, the agency is assumed to be providing software and assistive technology as needed to ensure access to those web pages and applications. If the population of users is known and the agency can ensure that existing and future staff who need adaptive technology can access all information and services on the intranet or extranet, then the agency can implement technologies which might otherwise be judged not to be universally accessible (e.g., accessible PDF files, Microsoft Word documents or Excel spreadsheets).
The caveat governing content on agency intranets or extranets would be whether or not content could be made accessible by use of assistive technology alone. For example, audio-only content will not be accessible to an individual with a severe hearing impairment. Similarly, a PowerPoint slide show (which includes significant visual material such as charts, graphs, diagrams, etc.) cannot be made completely accessible to an individual who is blind, unless someone undertakes the task of writing textual descriptions of the visual portion of the content.
If an individual with a disability, as an essential function of their job, requires access to particular documents and such access can only be achieved through alternative formats, then there are provisions under Title I of the Americans with Disabilities Act which allow for a reasonable accommodation that may involve converting such documents to alternative accessible formats.