Library: Policy

OKDHS:2-40-73. Electronic documents

Issued 9-1-11

(a) Purpose.  When developing or creating electronic documents for internal and external use by Oklahoma Department of Human Services (OKDHS), each covered entity must comply with the applicable technical accessibility standards.

• (1) When documents are created for OKDHS, document standards and best practices must be used, including:

  • (A) Appendix ST002E, OKDHS Document Standards;

  • (B) Best Practice for Making PowerPoint Accessible;

  • (C) Best Practice for Making Word Documents Accessible;

  • (D) Best Practice for Making Excel Documents Accessible;

  • (E) Best Practice for Remediating Portable Document Format (PDF) Documents; and

  • (F) Best Practice for Adding Metadata to Documents.

(b) Roles and responsibilities.

• (1) Document author.  OKDHS divisions create the final document and follow OKDHS standards and best practices.  Each division:

  • (A) ensures metadata is added to the page properties;

  • (B) verifies the document is unsecured; and

  • (C) submits the document to their division content manager (DCM).

• (2) Division content manager.  The DCM validates documents from their authors prior to submission by:

  • (A) validating all OKDHS style and standards were followed;

  • (B) checking that all metadata has been filled out properly; and

  • (C) submitting the document to the specified remediator.  The DCM may request the OKDHS Web Governance Board to grant conditional approval for placing a non-compliant document online.

• (3) Remediator.  The remediator is responsible for remediating a PDF as accessible and compliant for assistive technology by:

  • (A) ensuring the division DCM followed OKDHS style and standards for document creation;

  • (B) ensuring the PDF is accessible and compliant by manipulating and creating the tags to create a logical reading order using a remediation tool;

  • (C) performing the remediation tool, Adobe PDF and Section 508 accessibility checks, attaching the reports to email for submission to the accessibility validator; and

  • (D) submitting documents to the accessibility validator for posting.

• (4) Accessibility validator.  The accessibility validator is responsible for ensuring accessibility and compliance with OKDHS document standards and final remediation of documents placed online.

• (5) Web Governance Board (WGB).  The OKDHS WGB decides accessibility compliance disputes arising between the requesting individual and accessibility validator prior to publishing, deployment, or use.

• (6) Director.  The OKDHS Director considers appeals of WGB decisions.