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ASPA/DCD General Office Document File 508 Checklist

Compliance Checklist

This checklist is based on the new WCAG 2.0 requirements that will be in effect starting on January 18, 2018.

Below are a series of tables based on the content of General Office Documents. (HHS is using different versions of Office throughout the staffdivs. If you need details for your specific version, please consult the Microsoft site for your specific version).  If ‘No’ is answered to any item, then the document is not 508 compliant.

In addition to Section 508 requirements, HHS has policies, standards, and requirements for electronic documents that include but aren’t limited to the following: 

  • Document file name should not contain any spaces or special characters.
  • Document file name needs to be concise, generally limited to 20-30 characters and should clarify the contents of the file.
  • All Document properties should be filled out Title, Author, (an HHS OpDiv, StaffDiv, or Program Office---not an individual’s names) Subject, and Keywords
  • Use electronic version for any signatures (see http://webstandards.hhs.gov/standards/41)  
  • Use Exit Icon disclaimer for all non-government sites

Please refer to our Policies and Standards section for additional guidance.

Section A: All Office Documents

These checks should be performed on all PDFs no matter of what is present in the actual content:

ID

Requirement

Traceability to 508

Result

A1

Is the title in the  Document Properties filled out properly?

WCAG 2.0 Success criterion 2.4.2

 

A2

Is the language of the document properly set?

WCAG 2.0 Success criterion 3.1.1

 

A3

Did the document fully pass the Accessibility Checker?

WCAG 2.0 Success Criterion 4.1.1

 

A4

Is the document free from content that flashes more than 3 times per second?

WCAG 2.0 Success Criterion 2.3.1

 

A5

Is the document free from content carried over from Office such as comments, track changes, etc?

WCAG 2.0 Success Criterion 1.3.1

 

A6

Is the order of the content accurate and logical?

WCAG 2.0 Success Criterion 1.3.2

 

A7

Can text be resized and considered readable when magnified to 200%?

WCAG 2.0 Success Criterion 1.4.4

 

A8

Is the document free from electronically fillable forms?

WCAG 2.0 Success Criterion 3.3.2

 

 

Section B: All Office Documents containing Color

ID

Requirement

Traceability back to 508

Result

B1

Does any information conveyed with color have a non-color method for understanding?

WCAG 2.0 Success Criterion 1.4.1

 

B2

Does all text (with the exception of logos) have a contrast ratio of 4.5:1 or greater no matter the font   size?

WCAG 2.0 Success Criterion 1.4.3

(Size stipulation not considered by HHS)

 

 

Section C: All Office Documents containing Links

ID

Requirement

Traceability to 508

Result

C1

Are links distinguished by a method other than color?

WCAG 2.0 Success Criterion 1.4.1

 

C2

Can all link text be understood out of context? (If generic text is used, see next item)

WCAG 2.0 Success Criterion 2.4.4

 

C3

Does generic link text have sufficient context?

WCAG 2.0 Success Criterion 2.4.4

 

 

Section D: All Office Documents containing Images

ID

Requirement

Traceability to 508

Result

D1

Do all informational images have alt text that provides the same level of understanding a visual user would gain?

WCAG 2.0 Success Criterion 1.1.1

 

D2

Do all decorative images have “ “ in the alt text field?

WCAG 2.0 Success Criterion 1.1.1

 

D3

Have all multilayered objects been flattened into one image and does that image use one alternative text description for the image?

WCAG 2.0 Success Criterion 1.1.1

 

D4

Do complex informational images have an alternate accessible means of understanding?

WCAG 2.0 Success Criterion 1.1.1

 

D5

Is the document free from any content that should not be included as an image? (Picture of an informational table, text)

WCAG 2.0 Success Criterion 1.4.5

 

 

Section E: All Office Documents containing Tables

ID

Requirement

Traceability to 508

Result

E1

Was the table created with the built in table styles?

WCAG 2.0 Success Criterion 1.3.1

 

E2

Does the table structure in the tag tree match the visual table layout?

WCAG 2.0 Success Criterion 1.3.1

 

E3

Do all Header cells contain text?

WCAG 2.0 Success Criterion 1.3.1

 

E4

Is the document free from table styles for any content that is not a data table?

WCAG 2.0 Success Criterion 1.3.1

 

E5

Is the document free from data tables with merged cells, both column and row header cells, and multiple column or row cells?

WCAG 2.0 Success Criterion 1.3.1

 

 

Section F: All Office Documents containing Lists

ID

Requirement

Traceability to 508

Result

F1

Are all visual lists created with the built in list styles?

WCAG 2.0 Success Criterion 1.3.1

 

F2

Are multiple lists in the same document properly grouped / separated?

WCAG 2.0 Success Criterion 1.3.1

 

 

Section G: All Office Documents containing Headings

ID

Requirement

Traceability to 508

Result

G1

Is text intended to act as a visual heading styled with the built in heading tags (H1 through H6)?

WCAG 2.0 Success Criterion 1.3.1

 

G2

Do heading styles follow a logical hierarchical progression? (Do not skip)

WCAG 2.0 Success Criterion 1.3.1

 

G3

Are heading styles refrained from being used on text that has been visually altered purely for decoration?

WCAG 2.0 Success Criterion 1.3.1

 

G4

Does the Heading text accurately describe the sectional content?

WCAG 2.0 Success Criterion 2.4.6

 

 

Section H: All Office Documents containing other common elements

ID

Requirement

Traceability to 508

Result

H1

Is the table of contents created with the built in office styles? (TOC, TOC Item)

WCAG 2.0 Success Criterion 1.3.1

 

H2

Are citations and footnotes/endnotes created with the built in office styles?

WCAG 2.0 Success Criterion 1.3.1

 

H3

Is the language properly set for foreign words or phrases?

WCAG 2.0 Success Criterion 3.1.2

 

H4

Is information in the header, footer, watermark, speaker notes, etc. available in the main body of the document?

WCAG 2.0 Success Criterion 1.3.1

 

 

Content created by Digital Communications Division (DCD)
Content last reviewed on February 8, 2018