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Preparing Content For Submission: Top 5 for 508 Submissions

If your office uses the DCD 508 services to review your files for accessibility, you must meet the minimum criteria outlined below before your liaison will submit your file for review. 

You can also view our additional resources for detailed instructions on how to make your content accessible.

HTML Documents

If your document is less than 10 pages, will be posted on the web, and be frequently updated, we strongly recommend that you provide it in HTML format.  Implementing the following will help to make your document accessible:

  1. Use proper page structure with headers: Pages should only have one Header 1 (H1).  Subsequent structure should use Header 2, 3, 4…(H2, H3, H4…)
  2. Include alt text: It is best to add captions to the image in addition to the properties field.
  3. Check all your hyperlinks to assure they work and are not connected to your email. Add exit icons as needed: You can copy and paste this icon Site exit disclaimer
  4. Tables need the headers designated with header rows, and titles. The table title should be a header (H3 or H4 depending on structure )
  5. For the Intranet, we are recommending any documents under 10 pages or items that need to be updated frequently, be posted as web pages.

PDF Document

  1. Document Properties are completed:  keywords, subject, title and author.  Note: Author should be Department of Health and Human Services or the Staff or Operational Division, not the name of an individual.  (If using Acrobat X Pro, See Appendix 2: Adding Properties to a PDF Document.)
  2. Specify the language
  3. Add Alt text that is descriptive in the context of the content.
  4. Do you have the source document for the PDF?  The 508 team is better able to help you correct issues with your document if they have the source file.
  5. Ensure proper document structure: The document should use headers to denote structure.  At the very least it should have a Header 1 (H1) and Header 2 (H2) and can have subsequent structure should use Header 3, 4…(H3, H4…)
  6. Check all your hyperlinks to assure they work and are not connected to your email. Add exit icons as needed: You can copy and paste this icon Site exit disclaimer

Documents other than PDF or HTML

Note: Excel and Power point are accessed with proprietary software and not permitted when posted to the Internet except in rare, limited circumstances

  1. Check the document properties to make sure that the title and author are named and that the language is defined as English.  If possible, also add keywords. (For Word 2010 Documents, See Appendix 1: Adding Properties to a Word 2010 Document.)
  2. Check the document for proper structure: Pages should only have one Header 1 (H1).  Subsequent structure should use Header 2, 3, 4…(H2, H3, H4…)
  1. Include alt text: It is best to add captions to the image in addition to the properties field.
  2. Tables need the headers designated with header rows, and titles. The table title should be a header (H3 or H4 depending on structure )
  3. Check all your hyperlinks to assure they work and are not connected to your email. Add exit icons as needed: You can copy and paste this icon Site exit disclaimer

Email/Press Releases                                   

Note: Links in email need to be tested for 508 and must be compliant.

  1. Is there alt text?
  2. Are there structured headings?
  3. Is there sufficient Color Contrast?
  4. Check all your hyperlinks to assure they work and are not connected to your email. Add exit icons as needed: You can copy and paste this icon Site exit disclaimer

Video/Multimedia Presentation

  1. Does it have Synchronized captioning?
  2. If the presentation/video is more than a talking head does it have audio description?
  3. If animated, does it have a text equivalent?
  4. Does the file have controls that are accessible by keyboard and assistive technology and allow for the following:
    1. video resizing,
    2. volume control,
    3. play/stop buttons, and
    4. the ability to turn captions on and off?
  5. If a sound file, does the sound file have a matching transcript file?

Content last reviewed on June 11, 2014

Getting Content Approved for Electronic Distribution

Preparing Content For Submission

Additional Resources