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Equidox by Onix. Reach everyone.

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[Dan Tuleta] All right so it is just about 
two o'clock, so I think we should get started.  

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So welcome everyone! For those of you are here who 
are here, to another edition of Equidox Webinar  

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Wednesdays. This week, or this month rather, we 
are going to be talking about developing a PDF  

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remediation plan, and the subtitle here “Divide 
and conquer - the easy path to PDF accessibility.”  

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So as always just so, if you need to reach out 
to us, or get get in touch, we can be reached  

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at EquidoxSales@Onixnet.com. Our website is 
www.Equidox.co and our 800 number is 800-664-9638.  

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So if you have any questions as a follow-up to 
whatever we talk about here in this webinar.  

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Please don't hesitate to reach out. We have 
people standing by ready to chat with you  

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and learn more about your PDF accessibility 
challenges and how we might be able to help.

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So just a quick plug about our parent company. 
So Equidox is a division of Onix Networking.  

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Primarily Onix Networking is a cloud consultancy. 
So we are partnered with Google as well as AWS  

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and our mission is to improve organizational 
efficiency through cloud computing solutions.  

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So Equidox is the accessibility division within 
Onix. We also have of course software as well as  

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many different accessibility services which 
we will touch on today during the webinar.  

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We are founded back in 1992, and we are 
headquartered in Cleveland Ohio. If anyone is  

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curious about Onix or any of our other offerings, 
please don't hesitate to reach out and ask.  

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We are a very well-rounded cloud consultancy. So 
just to put up a couple of logos of the people  

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that we serve both through Onix as well as 
Equidox. Just to pop up a few logos here.

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So today what we're going to be talking about 
is taking some steps to making your website  

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accessible. And part of making your website 
accessible is of course addressing the PDF  

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documents that are located on that website. So 
you can make a huge effort to develop and code  

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an accessible website, but if you are posting 
inaccessible content particularly in the form  

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of PDF documents to that website, that can kind of 
undo a lot of the work that you would have done to  

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generate that accessible website. So the main 
steps that we're going to talk about today are  

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assigning staff, evaluating the scope, creating 
a written plan, prioritizing the documents,  

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choosing a tool or a vendor, remediating 
and validating the documents, as well as  

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ongoing maintenance to make sure that you are not 
creating new content that is also inaccessible.

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So first things first, is assigning a 
staff. So we need to determine who is  

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going to take responsibility for document 
accessibility within your organization.  

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Now depending on the vertical that you're 
in, there could be entire departments in  

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charge of this. There might be an individual 
that's sort of leading the charge in terms  

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of document accessibility. So, for example, in 
enterprise or perhaps government, maybe, there's a  

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marketing or communications department... there 
might be website managers that are in charge...  

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there could be an entire internal accessibility 
team assigned to managing the website managing  

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the documents posted to that website. On the 
other hand, if you're in higher ed, for example,  

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you might have a disability resources or a 
disability services department. Or it could also  

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fall in line with the IT department or whoever is 
in charge of managing the content on the website.  

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So really what you'll want to 
do just starting things off  

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is assign the various roles based on the bandwidth 
that these different teams and individuals have  

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and the skill sets that they each have as well. 
So, for example, you might have people that are  

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very techy that like to spend a 
lot of time behind a computer,  

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maybe they're a bit introverted and they just like 
to focus on their project, on what they're working  

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on. They might be a good remediator because they 
can spend a lot of time, you know, working on  

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documents, making sure that they're accessible. 
Whereas if you have people that may not be quite  

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so techy, or may not have the patience to 
sit behind a computer remediating documents,  

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they might be better for managers or overseeing 
the larger-scale projects that are going on.

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So step two is evaluating the 
scope. So many PDFs so little time.  

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So what we're talking about here is doing a bit 
of spring cleaning. So what you want to do is  

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determine what is relevant and what is important 
on your website that needs to stay public-facing.  

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There can also be a lot of documents 
that you might be able to archive  

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or remove them from the public-facing website 
or intranet. And also there's probably many  

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documents that can be permanently deleted. These 
might be old advertisements, old newsletters,  

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meeting minutes from 20 years ago… We've 
seen some pretty interesting documents that  

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our clients have had no idea that they 
were actually still up on the website.  

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You know 15-20-year-old documents talking about 
some event that was scheduled back, you know,  

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in 2005. These are types of documents that 
can present a legal liability to you if they  

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are inaccessible, but they probably have 
very little need to stay on the websites.  

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Now there are different website auditing and 
scanning tools that can be used to assist in this  

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process, but really the main thing is trying to 
understand exactly how many documents you have and  

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prioritize those documents, making sure 
that you're addressing what's important  

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first and then moving on to other documents 
that may fall down that line of importance.  

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Step three is writing a plan. So 
the roadmap to accessible documents.  

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Now having a plan written out showing that you're 
being proactive rather than reactive can actually  

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offer you some protection against litigation, 
because it shows it shows that you are being  

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proactive... That you do have things in motion, 
that you are trying to change the culture within  

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your organization, you're trying to make major 
updates to your digital presence. And also it's  

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important to understand your deadlines in your 
timeline. So do you have internal deadlines set,  

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perhaps there's something set within your 
organization where you have to meet a certain  

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level of compliance by a certain day? There 
could also be external deadlines. Perhaps you've  

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received letters from the Office of Civil Rights, 
from law firms, from angry clients or customers  

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that can't access content on your website. 
So trying to evaluate what your deadlines are  

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and making sure that you are taking the steps 
to meet them. Now there can be many different  

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roles in a document accessibility workflow, 
so it's also important to determine who is  

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responsible for each component of that workflow. 
Or in some cases, you might elect that all content  

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creators, anyone that's posting any content, 
are responsible for their own documents, and  

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they need to make sure that they are remediated 
and accessible before those documents get posted.

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So step four: prioritizing these documents. 
So which documents come first. So this, again,  

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kind of relates back to a previous slide, 
where we're talking about the scope. So  

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they're... what you really want to focus on 
first are the documents that are most often used.  

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So you might realize that there are 10-15 or 20 
documents that are clicked on very frequently  

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on your website. And these documents will be 
the highest priority, because they are getting  

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the most interactions. They are most likely to 
cause accessibility issues for people that are  

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using assistive technology, trying to access 
the content. Beyond the most used document,  

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these will be the most recent documents. So the 
most up-to-date information, the newest financial  

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report, the newest newsletter, the newest product 
line, whatever it may be. These are going to be  

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the second most critical. The third step in the 
prioritization should typically be the lowest  

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complexity. So the documents are the easiest 
to remediate. Now if you've never done document  

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accessibility work before, PDFs can fall 
on a very wide scale of complexity. So the  

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lowest complexity documents can be very simple to 
remediate and address their accessibility issues;  

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however, there can be documents that are much 
more complicated. Depending on the content,  

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depending on who designed it, how old that 
document is... there's a number of factors  

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that go into it. So those might be the documents 
where you want to hold off and just take down  

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from the website for the time being and let 
a professional deal with it. So most used,  

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most recent, the lowest complexity, and 
then deal with everything else after that.  

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This is kind of the... this is really like the 
great way to get yourself started. So if you  

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don't start somewhere, you're gonna get nowhere. 
So it's best to just start with the most used  

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because these are the most likely to have people 
complaining that they cannot access your content.

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So step 5, choosing a tool or a vendor.  

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So what you'll want to do is evaluate the cost 
of these different solutions against your budget.  

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So first you need to have a budget, of course, 
but what you'll need to look at is are we going to  

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purchase software tools and put our staff through 
training, or should we look at just outsourcing  

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all of these projects. Of course, the alternative 
if you elect to ignore PDF accessibility,  

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could be an expensive and ongoing lawsuit that 
will cause brand damage and just be quite a  

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pain in your side. So again it's best to be 
proactive about this because digital accessibility  

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is not going anywhere. This is definitely 
something that you need to get moving on.  

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Now another thing that you want to do is figure 
out the existing skill level of your current staff  

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and you can decide then if 
you need to hire in maybe  

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additional staff that has more expertise in 
document accessibility… Do you want to train  

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your existing staff? How much training would be 
required? So that's another thing to consider.  

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Are we talking about documents that are being 
generated in the future? We can talk about  

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document design and creating 
accessible content from scratch  

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versus working through a very large and extensive 
backlog of documents and trying to retrofit  

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potentially tens of thousands of pages worth of 
PDF documents to make sure that they are compliant  

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and meet these modern standards for accessibility. 
Now another thing that needs to be considered  

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in this process is determining how much content 
needs to be remediated. So going back to the scope  

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slide, you know, understanding how many documents 
there are do you have? Hundreds of documents?  

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Thousands of documents? Potentially even millions 
of documents that need to be remediated before  

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being reposted to the website? And also how much 
content are you generating on a regular basis.  

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So there's a difference between having a large 
backlog of maybe 20 or 30 years worth of PDF  

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documents sitting there in a database, versus 
documents that are being produced and posted to  

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the website on a frequent and ongoing basis. And 
also, of course, what is the timeline? So again,  

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the internal versus external deadlines, 
and again, it's always better to be  

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proactive versus reactive. So all of these 
factors will play into your decision whether  

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you are going to go for an in-house solution using 
software and various tools to remediate documents,  

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or if you are just going to take all of 
these documents and outsource them to  

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a service provider that can remediate and validate 
them for you. So step six is of course remediating  

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the documents. So remediating the documents can be 
done internally through different software tools,  

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or of course, you can outsource 
it, as I've mentioned before.  

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So this is again part of the decision-making 
process. Understanding who is on your staff,  

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what are the skill levels, what is the 
bandwidth, how much time do they have  

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in their day-to-day jobs to start working through 
documents, versus constantly updating and working  

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through new content that they are generating. 
So these are all factors that are important so  

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it's just something to consider. An internal use 
of software versus outsourcing those documents.  

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Now the seventh step is validating the 
documents. So using testing tools to ensure  

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that these documents are, in fact, compliant. 
Now any outsource partner that you work with,  

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any good outsourcing partner that you work 
with will handle this validation step for you.  

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So you are always free to use additional testing 
techniques to provide additional validation,  

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but this is something that an outsourced partner 
would build into the pricing of their document  

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remediation services. Making sure that these 
documents that they are sending back to you are  

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compliant and they meet all of the accessibility 
standards that you are trying to achieve.  

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Now for in-house remediation, if you're 
doing this using software yourself,  

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there can be a combined use of both 
automated and manual testing techniques.  

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So there are many different accessibility 
checkers, quote-unquote, that are designed to  

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scan PDFs and look for accessibility barriers 
within those PDFs, within the structure of them.  

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So these tools are common. Adobe Acrobat, for 
example, has a built-in accessibility checker.  

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Another one is called the PAC3 checker. These are 
probably the two most common, synonymous with PDF  

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accessibility checking. However, just passing a 
checker does not necessarily indicate that the  

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document is accessible and usable, and compliant. 
There can be a lot of ways to trick these checkers  

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into thinking that something is compliant 
when it is in fact is not at all compliant.  

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So there typically needs to be another layer of 
validation applied. And what comes in with that  

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is using assistive technology yourself such as a 
JAWS or NVDA screen reader in actually interacting  

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with the document. Using assistive technology 
to confirm the usability of the document.  

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So usability and accessibility are not necessarily 
the same thing. Neither is compliance. So these  

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are different things that have different 
definitions in terms of PDF documents.  

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So really taking it that extra step of the way 
is the only true way to validate your work,  

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making sure that you're using a combination of 
both automated and manual testing techniques.

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So step eight is maintenance. So with 
accessibility, in terms of PDF documents and  

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websites, this is content that is constantly being 
updated and added to. So as you are generating  

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new content, as you change your website, website 
architecture, all of these things need to be  

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accounted for. You need to make sure that you 
are practicing good accessible design techniques.  

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Making sure that you are staying up to date with 
new accessibility requirements that may become law  

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at some point. And just understand that everything 
is changing in this digital world very quickly.  

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So as more and more content is 
being posted (your organization may  

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have hundreds of people that are that have the 
capability of posting content to the website),  

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so if you have rogue employees that aren't 
following the accessibility plan that you've set  

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forth in your organization, there might be people 
posting inaccessible content to your website  

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presenting legal liabilities for your 
organization. So this is an ongoing maintenance  

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that you need to keep an eye on your website. 
And the content being posted publicly on there.  

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So this is just another final step in the process 
making sure that we are constantly maintaining  

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and working through all of the documents 
that are being generated and posted.  

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Now I want to introduce our Equidox PDF 
remediation software. So I’ve mentioned  

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before the difference between in-house document 
remediation versus outsourcing documents. So if  

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you are interested in discussing this more we can 
of course have a side chat about how Equidox works  

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more specifically towards your organization. But 
Equidox is a cloud-based PDF remediation software,  

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and it is designed specifically for document 
remediation. It is designed for speed and ease of  

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use. So we're trying to lower that learning curve 
for people that may not be accessibility experts  

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to be able to remediate their own content, as 
well as very quickly and efficiently work through  

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backlogs of documents. So this 
is definitely... I will actually  

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in a few minutes... I'm actually going to open up 
Equidox and I will give you a quick sneak peek of  

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what a remediation process looks 
like. But this is just a software  

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tool that you can consider in your 
evaluation process when you're trying  

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to determine between outsourcing or bringing 
in a software tool that may help along the way.

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Now, this is a competitor comparison. I believe 
this information is located front and center on  

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our website so I won't spend too much time on this 
slide, but this is just to kind of compare Equidox  

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versus a couple of our main competitors. Now the 
other option here is our professional conversion  

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services. So our internal team of experts are able 
to remediate documents for you and send them back.  

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So our Equidox PDF remediation team, we're 
very flexible in how we work with our clients.  

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So we want to address your needs as they come in. 
So you can send us documents, request a quote,  

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we will evaluate the documents based on the 
volume, the complexity, the repetitiveness of  

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those documents, and we will provide you with 
a quote. So once we have those documents and  

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you agree to the quoted price, our experts will 
remediate (and our team primarily uses Equidox as  

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our remediation tool) and we will also put it 
through a rigorous validation process using a  

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combination of automated and manual testing 
techniques as I briefly mentioned before.  

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Once we are satisfied with the quality of those 
documents, making sure that they are meeting  

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or exceeding all accessibility standards in 
terms of compliance as well as usability,  

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we will return those documents 
to you. Now, this process is  

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very minimal involvement for the client. So 
you're typically just sending us documents  

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agreeing to a price and you can wait and we will 
send the documents back to you, typically within  

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a few business days. But the actual return 
deadlines can be negotiated and discussed  

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based on your timelines as well 
as the volume of the project.  

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Now, this is something to consider, where if you 
have you know tens of thousands of documents,  

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using an outsource partner can really start to 
add up the price. So that's just another thing to  

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consider when you're trying to evaluate software 
versus PDF conversion services. The pricing is  

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based on a per-page basis. So you can imagine 
if you have tens of thousands of documents that  

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price can start to really snowball. So that's 
just another part of the evaluation process.  

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Determining whether you'd like to keep it in-house 
or if you would like to outsource it altogether.  

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Now one thing that we would recommend is using 
a hybrid model. So what I mean by a hybrid model  

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is this is a way of minimizing the expense of 
using remediation services but without putting  

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too much of a burden on your internal staff. So 
what this would entail is obtaining the software  

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and using a tool like Equidox to work through the 
less complicated documents, and the new content  

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that is being generated, and then you're able to 
pick and choose the documents you would like to  

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outsource. So these might be very complicated 
documents... these might be documents that you  

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have a very tight deadline for... that you 
need to get returned and posted very quickly  

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and your staff doesn't have the time to go 
through the learning curve of how to remediate  

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it internally themselves... or you could have 
a very large backlog that is determined to be  

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critical documents that need to be remediated 
but you just don't have the bandwidth or the  

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staff to handle it. So this is a way of combining 
both services as well as software and kind of  

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addressing the PDF accessibility 
issue in a well-rounded, balanced way.

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Now we do have a couple of quick stories, and if 
Pat is on the line, he wants to come off mute,  

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he was going to tell a couple of quick 
stories about using the hybrid model  

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within Equidox. Pat are you there?
[Pat Needles] Absolutely can you hear me okay?

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[Dan] Yep I can hear you loud and clear.

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[Pat] Excellent, excellent. Thank you, Dan. 
And you know, you just kind of hit on the  

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hybrid model, which you know I'll give a couple of 
examples of how our clients use that methodology.  

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Oftentimes, as we know, organizations struggle 
with their content and how to make it accessible.  

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Especially in the beginning while still new 
to them. And this is where that methodology  

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really kind of comes into play. You know, 
while you're still learning the process,  

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and as you get better at it from a remediation 
standpoint, you can do more in-house. As we know,  

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outsourcing can get expensive, especially 
for larger organizations, or organizations  

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that have a lot of documentation. And 
so Equidox is in basically all verticals  

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of the marketplace. We have customers in large 
universities, large community college systems  

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that use Equidox in-house, hundreds of copies 
of software. But to Dan's point, oftentimes the  

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content is overwhelming or too difficult to 
do in-house. And so they outsource to us.  

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And that really helps them get to where they 
need to be. Oftentimes organizations (excuse  

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me) have deadlines, and that's another 
reason why they might send their document  

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documentation to us. We also deal with large 
government agencies who have huge amounts of  

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documentation, and hundreds of licenses of 
Equidox, but they have millions of pages of  

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backlog content that needs to be remediated. And 
that's where we come in to help. Especially with  

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our existing customers. They get very good pricing 
on that. And we'll show you the tools shortly,  

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to show you how efficient the product 
is and how quick you can get it done.  

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So it'll definitely be cheaper for you in the 
long run than, you know… In the enterprise world,  

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we deal with a lot of large financial companies. 
Banks, insurance organizations that have  

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hundreds if not thousands of content creators. 
So again they have a big backlog and they're  

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constantly creating new documentation. So 
they appreciate the services and letting us  

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help them out. And so, you know, everybody's 
got their own unique situation big or small,  

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but it's a good method to think about because it 
does definitely get you to the end goal quicker.  

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With that, Dan, I'll turn it back to you.
[Dan] All right great thank you, Pat. And  

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it just occurred to me that I didn't 
do the best job of introducing you.  

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But that was the voice of Pat Needles, our 
fearless leader here on the Equidox team.  

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Senior Sales Manager and someone that 
you very well might get to know if you  

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are interested in engaging in a conversation 
about our product or our services.

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I'm actually going to jump here to a 
quick Equidox demo. So what I'll do  

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is I'm going to leave the presentation, and 
I'm going to open up our Equidox software. 

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Now, this is a quick view of our Equidox software. 
And this is just a list of documents that have  

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been loaded in for remediation. And so what 
I'll do is, I'll bring in a new document  

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just to kind of go through a quick little 
workflow of how document remediation can  

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work using Equidox. So I'm going to upload a 
document directly from my hard drive, by just  

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dragging and dropping it into this gray area, 
and then I will press this blue import button.  

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And then Equidox, during this import button, 
is basically just trying to understand the  

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structures of the document. Whether it be tagged 
previously or not. In this case, this document  

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was not previously tagged, so Equidox is going 
to use its automation to determine where there  

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are specific breaks and paragraphs. For example, 
it's going to determine where the images are,  

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if there are links, so on and so forth. It is 
going to do its best to essentially automate  

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and speed up that process for you so you're not 
having to do so many manual steps on your own.  

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Now, this is just a very generic PDF document that 
I have made for sample purposes because it kind of  

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squeezes in some of the main components that might 
make up a PDF document. Any typical PDF document.  

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But it squeezes it all into a single page. Now 
once I have the document loaded up, I can click on  

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it and I have the document detail page. One thing 
I'll mention here before jumping in is the Images  

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Tab. Where I can actually see a consolidated list 
of the two images in this document. Now if this  

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document had 500 images in it, which may be the 
case if you have longer documents, what's very  

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helpful here is you have this consolidated list of 
images so you're able to address things like alt  

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text right upfront. And you're able to, you know, 
kind of consolidate that effort and streamline  

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that process of adding the alternate text to 
images which is one of the critical components  

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of accessibility. Making sure that the images 
in your document have a description so that a  

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non-visual user is able to understand the content 
and the context of that image in the document.  

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Now I'm going to click on the first page here. 
Well, there is only one page. And when I do that  

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I am presented with Equidox. And here I can see 
these yellow boxes that have been drawn on the  

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page. Now Equidox has automatically determined 
that this is the basic structure of the document.  

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But what I can tell right away, is I 
have a couple of images, I have a table,  

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I have a couple of lists, and I have some 
paragraphs up here as well as some headings.  

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So just to quickly walk through this document, 
I'm going to set my headings by using keyboard  

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shortcuts. So this is a heading level one, this is 
a heading level two, this is a heading level two,  

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and this is a heading level two. I've done that 
by just simply hitting the corresponding number  

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on my keyboard. So a heading level one, 
I just hit one; heading level two, I hit  

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two. I have two paragraphs here which I don't even 
have to touch because Equidox has done it for me.  

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I have a couple of lists that I want to 
address. Now lists are very simple to work  

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within Equidox. All I'm going to do is hit “L” 
on my keyboard to change the zone type to a list.  

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And then I can use this List Detector slider tool. 
So I will move this slider from left to right, and  

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it has determined that there are four list items 
in this list, and it has given me these divider  

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lines. Automatically created just by using its 
auto-detection technology. Now, this is a slightly  

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more complicated list because there are list items 
inside of list items, or there's a list inside of  

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a list item rather. So this is called a nested 
list. So what I will do here again is just hit  

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“L” on my keyboard, and I will move this Detection 
slider over a bit further, and let Equidox work  

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its magic. And it has determined that there is 
a list with an internal list inside of them,  

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and it has detected that automatically. Just for 
comparison's sake if you were doing this manually,  

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you could easily spend five to ten minutes 
just tinkering with a list like this. It's very  

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tedious and technical and slow. And you can see 
in Equidox it just takes fractions of a second.  

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Down here I have a table, which as it currently 
sits, is not structured as a table. This is just a  

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series of text zones. So a screen reader would 
just read this straight across left to right, and  

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it would be very complicated for an end-user to 
be able to understand the structure of the table  

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which they are currently in. So this is, in fact, 
not a table at all. So what I'll do is I will draw  

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a zone over the entire table. I will hit “T” on 
my keyboard to change the zone type to a table,  

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and I can now open up the Table Editor. And once 
I’ve done that, I'm isolating the table. And I can  

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just use these Table Detection sliders here which 
are using computer vision and machine learning.  

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And I've now determined that the column or the 
columns and the rows are now located in the proper  

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location. I can see these different green divider 
lines. So I'm happy with that structure. I can  

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save it and close out. Now the only other elements 
on this page are the images, which I can add an  

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alt description for. So I can type in “Onix logo” 
and up here we have the Equidox logo as well.  

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So I'm just adding in a description for 
those images. It's just part of compliance.  

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Making sure that we have a description for them. 
I've now saved my page. I will close out of the  

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document and I will return to the Output Tab. 
And I'm going to export this as a PDF document.  

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So I just have the PDF tab already selected for 
me. And I hit Generate PDF, and this will produce  

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a brand new PDF document for me that will open up 
in my browser, which I can then download and send  

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to whichever storage tool you use. Send it back 
to your content management system, whatever it  

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may be. This is your brand new document. But this 
is now an accessible version of that document.  

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So that's just a quick crash course through 
Equidox. If you're interested in talking about  

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that more and kind of looking at documents 
that are more relevant to your organization,  

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please let us know. I do tons of Equidox demos. 
Some of you may have already been on one.  

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If you have not please let us know. I'm more than 
happy to chat with you. So we can talk more about  

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documents that relate to your organization. But 
with that said, it is just past 2:30. So thank you  

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everyone for attending. Again we can be reached 
at EquidoxSales@Onixnet.com and our website is  

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www.Equidox.co. We're also very active on LinkedIn 
and social media so please follow us on all of  

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our accounts there. So thank you everyone for 
attending and have a great rest of your day!