Accessible electronic information and communications

There are some simple ways that organizations and content-creators can alter our daily habits so that people with a variety of disabilities who depend on a screen reader can understand information. What is a screen reader? A screen reader reads aloud electronic communications.

This article is just a first step to give you the heads up on some simple changes you can establish now. Other steps can help you prioritize the changes that may be necessary in your organization.

Consider these screen reader tips:

1. Email: When sending emails, use the BCC (blind carbon copy) section of your address to send bulk emails. Use just one name in the main address section. Otherwise, recipients who use a screen reader have to listen to all the names and addresses of everyone who is receiving your email. Not only is this aggravating and time consuming, but by providing only one name in the heading you will be keeping your contacts private.
2. Pictures: The cliché that pictures replace a thousand words is not useful for a person who is blind or has low vision or vision loss. Use open captioning features and describe what you are trying to say in the picture. Hopefully it will not take a thousand words.
3. Plain language: If you are talking to a wide audience it is always to your benefit to use plain language rather than specialized or technical language or jargon.
4. Fonts: Use simple fonts like Arial and Verdana at a minimum of 12 points. Artistic fonts and italics can be difficult to read for people with a variety of disabilities.
5. Colour contrast: Electronic documents and websites should offer strong colour contrast and avoid using watermarks in the background. Always avoid glare. These steps can help any audience, which can otherwise be aggravated by unclear text on a colourful background.
6. Creating PDF documents: Adobe has provided accessibility features since Version 7, and improved them with Version 9. Spread the word that programmers should pay attention to the accessibility features, learn them and use them regularly.
7. All electronic documents: Make sure your documents are accessible. If you are not sure, contact the vendor.
8. Websites: An international organization called the World Wide Web Consortium (W3C) provides protocols and guidelines to ensure that web-based information is accessible to everyone. Make sure your programmers know how to build and maintain an accessible website. Make sure all of the people involved are aware of their obligations to offer accessible information.
9. A best practice approach is to prioritize existing web content to become accessible based on:
• Usability factors, for example, questionnaires, feedback or applications
• Information that is frequently visited, legal or vital
10. Encryption codes: Such codes are not accessible to people who are blind or have low vision or vision loss. Often the codes are so complicated that sighted users also have problems with accessibility. Offer an accessible non-biometric alternative method to verify you are dealing with an adult.
11. Accessible website portal: Use the upper left hand corner of your website to direct a screen reader to read aloud that there is an accessible section of your website. By placing the prompt in the upper left hand corner the screen reader will speak these words first to the end-user. Make this a temporary solution while you are preparing to provide a fully accessible website.
12. Free screen readers: There are free screen readers available. You can download one and learn how to use it. When providing accessible information, use the screen reader to identify problem areas.
13. Free accessible website assessments: You can find out if your website is accessible by asking a company that specializes in creating accessible websites for an evaluation. You can also contact companies that sell software that maintains a website’s accessibility. These companies often help organizations test some sample pages of their website free of charge.

Take the time to share some of the things you have done to comply with the Integrated Accessibility Standard of the AODA.

If you are interested in learning more about Accessibility for Ontarians with Disabilities Act (AODA) or how to make accessibility a natural part of your business through the application of Corporate Social Responsibility, please contact Sandra Broekhof @ 416-503-1035 or sandra_broekhof@sympatico.ca or visit www.accessibilitycompliance.ca