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From: Alan Zaitchik
Date: Sun, Apr 16 2017 8:53AM
Subject: Types of documents that must be accessible
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For any government contracted work, apart from documents presented to the public over the web, would 508 accessibility requirements apply to other documents prepared in the course of executing the contract? I have in mind documents that government overseers of contracts might want to be given, whether for oversight and auditing purposes or for archival purposes.
Examples include summaries of planning calls and teleconferences by the developers with or without government personnel. Do these summaries, often shared in emails, need to be 508 compliant?
Does this depend on the specific federal (or state or other) agency? On the specific contract for the project in question?
In any even what is the usual practice today?


Thanks,
A

From: JP Jamous
Date: Sun, Apr 16 2017 11:13AM
Subject: Re: Types of documents that must be accessible
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The quick answer is that they should. If not, you are providing RA-Reasonable Accommodation. If yes, you are providing ID-Inclusive Design, where all documents are accessible to all.

Consider this scenario . You get someone that works internally and happens to be blind. Now, you have to go through all of those documents and ensure they are accessible.

If you prioritize public first and internal second. You can set your priorities and still provide inclusive design. If a person with a disability requires to use such documentation at any point in time, they will be accessible. If they are not, then you have a problem on your hands.

From: Ryan E. Benson
Date: Sun, Apr 16 2017 11:19AM
Subject: Re: Types of documents that must be accessible
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Hi Alan,

Technically all documents created by the government are supposed to be
compliant. Where I work, all of our templates are compliant, but if the
person creating it doesn't follow guidance, what can we do? My office
provides pre-clearance to about two dozen contracts a day, and up to 4-6
dozen final clearances a day through another system - so trying to police
that is quite hard.Contracts should go through FedBizOps, which should
provide a POC for the solicitation outside of the document itself - which
you should be able to ask for a compliant version - of course not ideal.

For the summaries, I advocate them to be. From the government side, I tell
the COR/PM to remind the contractor that everything has to be compliant.
From the contractor side, I would early on say that your regular practice
is to deliver everything you make is accessible, and ask that the
government do this as well, and if they have questions, to talk to the
agency 508 Coordinator/Program.

--
Ryan E. Benson

On Sun, Apr 16, 2017 at 10:53 AM, Alan Zaitchik < = EMAIL ADDRESS REMOVED = >
wrote:

> For any government contracted work, apart from documents presented to the
> public over the web, would 508 accessibility requirements apply to other
> documents prepared in the course of executing the contract? I have in mind
> documents that government overseers of contracts might want to be given,
> whether for oversight and auditing purposes or for archival purposes.
> Examples include summaries of planning calls and teleconferences by the
> developers with or without government personnel. Do these summaries, often
> shared in emails, need to be 508 compliant?
> Does this depend on the specific federal (or state or other) agency? On
> the specific contract for the project in question?
> In any even what is the usual practice today?
>
>
> Thanks,
> A
> > > > >

From: Jonathan Cohn
Date: Sun, Apr 16 2017 12:20PM
Subject: Re: Types of documents that must be accessible
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My reading of the US Federal Section 508 rules is that all documents provided by the contractor to the government and all government created documents must be accessible if possible. (I know of no great way to create a flow chart or Network topology diagram that is accessible).

Documents and sites that the contractor use internally are not required (unfortunately) to be accessible. The worst offender I have seen is that a significant number of federal contractors use the Deltec Time and Expense system which can in no way be described as accessible. The only way I know to check if I am entering time on the correct project and day is to view the ID of the entry field.


Best wishes,

Jonathan Cohn



> On Apr 16, 2017, at 10:53 AM, Alan Zaitchik < = EMAIL ADDRESS REMOVED = > wrote:
>
> For any government contracted work, apart from documents presented to the public over the web, would 508 accessibility requirements apply to other documents prepared in the course of executing the contract? I have in mind documents that government overseers of contracts might want to be given, whether for oversight and auditing purposes or for archival purposes.
> Examples include summaries of planning calls and teleconferences by the developers with or without government personnel. Do these summaries, often shared in emails, need to be 508 compliant?
> Does this depend on the specific federal (or state or other) agency? On the specific contract for the project in question?
> In any even what is the usual practice today?
>
>
> Thanks,
> A
> > > >

From: Jonathan Avila
Date: Thu, Apr 20 2017 7:41PM
Subject: Re: Types of documents that must be accessible
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> My reading of the US Federal Section 508 rules is that all documents provided by the contractor to the government and all government created documents must be accessible if possible. (I know of no great way to create a flow chart or Network topology diagram that is accessible).

Yes, in regards to ICT content that is not incidental to the contract -- it has to be compliant. For example,
* Contractor developer users IDE to code website for government. The IDE doesn't have to be accessible.
* Contractor provides report to government contracting represented -- it has to be accessible.
* Contractor provides janitorial services -- the services themselves are not ICT and not subject to Section 508
* Janitorial contractor provides portal for government staff to log in and view log of services -- covered under Section 508 as ICT provided to government.

In addition, the revised Section 508 standards cover all public content of agencies including social media and 9 different categories of official agency communication.
* An emergency notification;
* An initial or final decision adjudicating an administrative claim or proceeding;
* An internal or external program or policy announcement;
* A notice of benefits, program eligibility, employment opportunity, or personnel action;
* A formal acknowledgement or receipt;
* A survey questionnaire;
* A template or form; or
* Educational or training materials.
* Intranet web content designed

Jonathan

Jonathan Avila
Chief Accessibility Officer
SSB BART Group 
= EMAIL ADDRESS REMOVED =
703.637.8957 (Office)

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The information contained in this transmission may be attorney privileged and/or confidential information intended for the use of the individual or entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any use, dissemination, distribution or copying of this communication is strictly prohibited.

From: Alan Zaitchik
Date: Sat, Apr 22 2017 3:11PM
Subject: Re: Types of documents that must be accessible
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Thank you to all who replied to my question. This really gives me great direction.
A


Thanks,
A

On Apr 21, 2017, at 4:41 AM, Jonathan Avila < = EMAIL ADDRESS REMOVED = > wrote:

>> My reading of the US Federal Section 508 rules is that all documents provided by the contractor to the government and all government created documents must be accessible if possible. (I know of no great way to create a flow chart or Network topology diagram that is accessible).
>
> Yes, in regards to ICT content that is not incidental to the contract -- it has to be compliant. For example,
> * Contractor developer users IDE to code website for government. The IDE doesn't have to be accessible.
> * Contractor provides report to government contracting represented -- it has to be accessible.
> * Contractor provides janitorial services -- the services themselves are not ICT and not subject to Section 508
> * Janitorial contractor provides portal for government staff to log in and view log of services -- covered under Section 508 as ICT provided to government.
>
> In addition, the revised Section 508 standards cover all public content of agencies including social media and 9 different categories of official agency communication.
> * An emergency notification;
> * An initial or final decision adjudicating an administrative claim or proceeding;
> * An internal or external program or policy announcement;
> * A notice of benefits, program eligibility, employment opportunity, or personnel action;
> * A formal acknowledgement or receipt;
> * A survey questionnaire;
> * A template or form; or
> * Educational or training materials.
> * Intranet web content designed
>
> Jonathan
>
> Jonathan Avila
> Chief Accessibility Officer
> SSB BART Group
> = EMAIL ADDRESS REMOVED =
> 703.637.8957 (Office)
>
> Visit us online: Website | Twitter | Facebook | LinkedIn | Blog
> Download our CSUN Presentations Here!
>
> The information contained in this transmission may be attorney privileged and/or confidential information intended for the use of the individual or entity named above. If the reader of this message is not the intended recipient, you are hereby notified that any use, dissemination, distribution or copying of this communication is strictly prohibited.
>
>
>