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[Dan Tuleta] So it is two o'clock so I think
we should get started so welcome everyone

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to another edition of Equidox Webinar Wednesdays
this week we're going to be talking about

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a Path to PDF Accessibility so trying to guide
you to a more efficient PDF remediation process

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so as always I'd just like 
to mention if you would like 

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to discuss your organization's needs or maybe

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talk about our software a bit more if you'd
like to see a one-on-one type of demo please

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don't hesitate to reach out to us our website
is also Equidox.co

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we'll get into the actual 
steps to PDF accessibility 

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so first things first is 
kind of establishing where

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do we start when it comes to PDF accessibility
so we have an eight-part well eight-step process

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that we have defined we would certainly encourage
you to your organization to use this type

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of process or some sort of modification to
this process that works best for your specific

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organization so the first step would be to
assign the staff the second step would be

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evaluate the scope the third would be create
a written plan

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fourth prioritize the documents fifth choose
a tool or a vendor sixth remediate the documents

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seven validate the documents and eight is
maintenance so we're gonna take a deeper dive

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into each of these eight topics on the next
slides okay so first assigning the staff so

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you really wanna choose the correct team so
assign a person or a team to manage the project

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choose whether you will use an in-house team
of remediators or a vendor to do the work

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for you also a signing staff for training
validation and maintenance so it's really

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important to figure out exactly which departments
in your organization are going to kind of

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take the lead when it comes to managing the
PDF content whether it be on your website

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or intranet so is it going to be coming from
the Marketing and Communications team is it

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this Disability Services if you have a division
for Disability Resources in your organization

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is this something that it or the webmasters
are going to take charge of or also figuring

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out do you need to hire in outside staff so
maybe you don't have the the bandwidth in

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your current team maybe 
you need to look externally 

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and actually make some additional hires to

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bring in people that either have accessibility
experience or just in general to remediate

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documents if you have that type of backlog

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the second step would be to evaluate the scope
so so many PDFs and so little time so first

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removing outdated or unnecessary files to
reduce the workload next would be to evaluate

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the number of PDFs to be remediated and also
their complexity and also decide what will

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be done in-house versus what will be outsourced
so you really don't want to spend the initial

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phase of your PDF remediation work workflow
going through outdated backlogs of documents

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so this these would be things that you would
probably want to put towards the end of the

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pipeline so if you've got old advertisements
or meeting minutes from 20 years ago these

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are the types of documents that would be lower
in priority so you really want to try to audit

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yourself and figure out what kind of documents
do you have currently floating around on the

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website are documents being produced on a
daily or a weekly or monthly basis figure

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out what is going to be most impactful when
you are choosing which documents to remediate

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first

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the third step would be to write a plan so
this is going to help you get on that road

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map to creating accessible documents so establish
a timeline do you have external or internal

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deadlines or possibly both you might have
to set expectations of responsibilities so

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who is supervising this project who is going
to be actually doing the remediation who will

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be valued validating the documents and who
is going to handle the future documents so

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documents that are being created on a regular
basis you want to make sure that you have

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a plan in place to manage those as they're
created versus creating another backlog for

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yourself that you then have to work through
all those documents down the road so having

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a written plan may offer some protection from
a from legal.. from a lawsuit if you will

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but you really have to make sure that you're
executing that plan that you write so you

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have to take it a step further than just having
some written written plan you might want to

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make sure that you are putting that plan into
action and actually following through on what

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you have put in writing

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the fourth step would be to prioritize the
documents so I did mention this briefly on

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the second or a few slides back but what comes
first so we would recommend that the most

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used documents come first the most recent
documents next and then the third ranking

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and priority would be the lowest complexity
and then the fourth ranking and the priority

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would be everything else so we want to make
sure that you're you're going to have the

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most impact on the most amount of people so
the documents if you have these types of metrics

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from your website or your internet the documents
that are most frequently interacted with so

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they're open the most often those are obviously
documents that are high priority those are

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the ones that the majority of people are going
to be using on a regular basis also the most

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recent documents so you want to make sure
that you are not creating a bigger problem

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for yourself as you work through this so those
documents that you're producing on a regular

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basis the the stuff that has the the most
up-to-date information about your organization

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you want to make sure that 
you are also prioritizing 

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those third would be lowest complexity and

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the reason for that is because the the complexity
of a document can really impact how much time

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it takes to make it accessible so if you are
able to get through lower complexity documents

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you're typically going to be able to work
through a lot more content in a shorter amount

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of time so if you choose to work on the highest
complexity documents then you're not going

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to be having as great of an impact because
you're going to be spending more time working

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on those more complicated elements it's not
to say that complicated documents should be

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completely ignored but we would say that you
can be have a create a you can create more

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accessible content quickly if you choose to
work through those lower complexity documents

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first and then the fourth would be everything
else so that would be you know those older

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documents something that might be outdated
things that you might choose to you know put

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in an archive somewhere stuff that's just
not necessarily being used on a regular basis

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or it's very old or it's highly complex and
it's going to take you a little bit of a technical

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know-how and some nuance to get through the
remediation of it

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so the fifth step in this process would be
to choose a tool or a vendor so are you going

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to do this in-house or are you going to outsource
so first do you have the budgets do you have

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the staff how much training does your staff
require how many people need to be trained

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how much content needs to be remediated how
much new content is published on a regular

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basis and also what is your timeline so kind
of understanding all of these different factors

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can go into your decision making whether you
want to bring in a software tool to remediate

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things internally or if you would like to
outsource so it really the you know if determining

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if you have a budget is really the ideal first
step because do you want to spend money on

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an annual subscription to a software tool
and then of course you have the expense of

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human resources having to use that software
or you do you want to do you have the budget

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to outsource now outsourcing documents can
get it can get expensive because if you think

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about it you're remediating at the per-page
level most remediation services are going

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to charge you on a page level so understanding
that if you have hundreds of thousands of

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old PDF pages outsourcing that can really
kind of add up to a pretty a pretty large

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invoice at the end of that entire process
but also you have to consider do you have

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the budget for a lawsuit so these are things
that cannot be ignored it's at some point

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you have to make you have to make a commitment
and choose a path that you want to go because

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you know you're you're not going to want to
be sued over having your website and your

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internet full of inaccessible content so just
understanding these types of things can go

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into that budgeting decision 
and also understanding 

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you know the technical expertise of the people

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that you have on staff

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so step six would be to remediate the documents
so making every PDF accessible so working

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through the documents using the plan whether
that be in-house or outsourcing and tracking

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all of the documents to be sure that none
are missed so if you're using the tool if

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you're using a tool to remediate documents
you also need to make sure that you're confirming

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that everything is in fact accessible before
you post it to the website or distribute it

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to your clients whatever it may be if you're
outsourcing documents that is typically included

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as part of the price of that of that remediation
service where they are validating documents

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for you but you also need to make sure that
of course you are replacing the the old documents

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with the new documents that have been provided
by the remediation service company and nothing

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of course will stop you from doing your own
sort of third-party validation of these documents

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if you were to outsource them so we would 

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always encourage additional 
checking and confirmation

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that everything is in fact accessible and
usable in the documents whether you have done

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them yourself or whether you have outsourced
the documents to a remediation service so

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just touching more on that step seven is to
validate the documents so are they all accessible

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and are they all usable there is a difference
between the two so if if you're using if you

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use testing tools to ensure that the documents
are compliant or you can validate using assistive

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technology to ensure that the documents are
usable so the there is just a touch briefly

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on the difference between accessible versus
usable many organizations are just aiming

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for you know what we might call bare minimum
compliance so making sure that these documents

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can pass an automated checking tool so that
they aren't being you know tripped up during

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an accessibility audit for saying that “oh
your document is inaccessible” but there

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is a big gap between what is bare minimum
compliance in terms of accessibility versus

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what is actually usable there are many ways
to trick these sort of validation tools or

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these checking tools so we always encourage
you to use assistive technology to really

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replicate how an end user 
is going to be interacting 

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with that document to make sure that everything

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is navigating as you would expect to confirm
that the reading order has been appropriately

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set to make sure that links are taking the
user to the correct destination all of these

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different elements really you really need
to use assistive technology to properly check

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and validate so the final step in this process
would be the maintenance of these documents

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so once you get compliant you want to stay
compliant we don't want to have to go back

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and retroactively you know make all these
different types of changes to documents and

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we don't want to create a new backlog for
ourselves so accessibility isn't “one and

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done” and you need to check new content
regularly and make staff accountable for the

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new content that they're producing so stay
on top of it like I said you don't want to

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create another mountain of documents that
you have to then a year from now or two years

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from now go back and retroactively remediate
yet again so once you've gone through sort

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of the once you've gone through the the trouble
of remediating your backlogs of documents

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and getting everything up to speed and up
to date you want to make sure that you are

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staying on top of that it's a lot easier to
maintain this at the design level and at the

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you know sort of document by document as they're
being published level versus you know creating

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thousands of new documents that then have
to go back and be fixed down the road

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okay so this is a quick slide here just talking
a bit about our competitors so we are of course

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Equidox and mainly in when it comes to PDF
accessibility when you think of PDF most people

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think of Adobe Acrobat and also another competitor
for ours would be Commonlook so this is just

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a quick little table here that's just going
through a few of the advantages of Equidox

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over Adobe and Commonlook

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so getting into a few of the details of Equidox
so Equidox is PDF remediation software we

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feel that it is easier faster and better it
automatically detects PDF elements so when

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you import documents you're getting either
existing tag structure automatically detected

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or if there is no existing tag structure Equidox
is automatically picking up things like text

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hyperlinks images pages that require optical
character recognition fillable form fields

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so on and so forth so you're getting automatically
detected PDF elements just by importing the

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document we also have an AI-powered Smart
Table Detector that makes PDF remedi or table

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remediation in PDFs can be very painstaking
and tedious and technical and slow if you

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are doing it the manual way with a tool like
Adobe Acrobat but we have a different approach

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to remediating tables and we can spend literally
seconds working on tables rather than hours

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if you're doing it the manual way we also
have an AI-powered Smart List Detector so

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much like tables lists can be a very tedious
and technical type of element to properly

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tag in a PDF but again we have a different
approach to it using artificial intelligence

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computer vision and machine learning that
allows us to very quickly pick up list tag

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structures and develop them whether it's a
standard list that's just you know like a

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few bullet points whether it's an entire page
of lists whether it's a nested list that goes

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across multiple pages there are many different
types of complicated lists but our AI-powered

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Smart List Detector allows you to very very
quickly tag them with almost no technical

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expertise required we also offer the remediation
of PDF forms so fillable forms are sort of

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notorious for being technical and challenging
to remediate Equidox offers a solution for

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that we can very quickly remediate forms by
off by adding in the tooltip for the different

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form fields it's that's a much faster process
for for tagging for tagging forms which are

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notoriously slow and take a lot of time we're
also able to add alt text for images all in

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one place so alt text is something that's
required of images if you're not artifacting

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the image of course but if what we offer in
Equidox is a consolidated list of all of the

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images for the document in one location which
offers a lot of advantages so if you have

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things like repetitive logos that are on every
page in the document you can quickly artifact

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all of the the the instances of that logo
that you don't want to be included in the

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PDF and that then you don't have to apply
alt text to it or if you require subject matter

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expertise let's say you're in a higher ed
institution and you've been asked to remediate

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a chemistry document that is using all kinds
of charts and graphics and tables and things

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that you don't really know how to provide
alt text for because you're not the chemistry

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expert well you're able to then just you know
work with the work with the professor or the

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teacher's assistant to get accurate alt text
for those charts and graphics so that you're

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providing that accurate information to the
end user you're able to then just quickly

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you know copy and paste or have that professor
or that teacher's assistant assist you by

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adding in the alt text themselves and it makes
it very simple because you have all the images

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whether it's one page or a hundred pages all
of the images can be consolidated to a single

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location so that you can very quickly streamline
your approach for adding in that alt text

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the other another element is the HTML Preview
which is a way of kind of checking your work

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as you go so as you're working through a document
you're looking at this what we would call

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the HTML preview it will show you the structure
that you've built in the PDF so you're able

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to see things like your reading order your
headings your lists your tables everything

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is populating in this HTML preview and HTML
is a very simple linear format and it really

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just is a reflection of how a screen reader
is going to interact with that PDF page if

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you were to export the document so it's a
way of checking your work as you go you also

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will get compliance warnings when you export
the document so although we don't really subscribe

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to the idea that PDF accessibility checking
can be entirely automated in terms of you

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know compliance versus usability you are getting
information about the document that you're

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exporting so it's it's kind of watching your
back for things like illogical heading structure

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missing alt text if you have links that don't
have a destination set there are a number

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of different checks that are being applied
when you export the document so it's like

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another layer of protection for you when you're
remediating documents Equidox is kind of watching

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your back making sure that you're exporting
a document that has at least logical tag structure

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you're also able to collaborate on large and
complex documents so because the way that

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we work with the PDF we're able to interact
with individual pages and Equidox being a

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web-based application you can have multiple
people working together on a document they

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don't have to be hunched over the same computer
together they can be in totally separate areas

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they can be at home or at the library it doesn't
matter they can be working from anywhere but

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you can actually have multiple people working
on the same documents simultaneously so if

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you have a 200-page annual report that needs
to be posted right away well maybe you put

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your four best remediators on it and every
one of them takes 50 pages and they can all

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be working together simultaneously without
disrupting the other the other person's work

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and that will allow them to get through that
content very very quickly so that you can

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get that document you know remediated validated
and posted to the site

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so just talking a bit more about Equidox we
do offer software licenses and that those

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licenses are a concurrent user licensing model
so what I mean by that is if your organization

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were to purchase let's say 20 concurrent licenses
that means 20 people could be logged in working

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on Equidox at the same time but you might
have additional users that actually have access

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to it it's just a matter of how many are working
on the on the tool at any given moment we

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also can offer organization-wide licenses
and we can integrate with single sign-on solutions

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so if this is the type of tool that you'd
like to deploy to your entire organization

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that's definitely something that we can support
we also offer free training and support with

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Equidox so we want to make sure that everyone 

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is getting the most out of 
their their subscription

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to the license so we we do offer training
for all new licensed users and then also support

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is built right into the application so if
you're having any sort of issues whatsoever

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any questions along the way you can always
drop us a line through our support ticketing

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system we also can offer a cloud-based or
an on-premise version so I mentioned that

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Equidox is a web-based application so you
can operate it directly through a browser

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now you can operate through the cloud as we
as kind of like what the genesis of Equidox

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was was a cloud-based application but we now
offer an on-premise version as well so if

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you would like to keep this on your own network
on your own servers inside your own four walls

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whether it be for you know just it security
reasons or if you have you know sensitive

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data that you would like to keep protected
inside of your own servers that's totally

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an option that we can support now so happy
to talk to anyone after this call if you have

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any questions about how that works we can
certainly set up a a call to discuss in more

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detail and also we offer professional conversion
services so we do have a team of expert PDF

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remediators on staff so the the conversion
services process it kind of goes like this

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so first you will request a quote you then
you will upload the documents and then our

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Equidox are our Equidox remediators our expert
remediators they will remediate the documents

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using Equidox and then we put those documents
through rigorous validation including using

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screen readers so there's a multi-step validation
process that we put every document through

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and then we will return those documents to
you so if there if you feel that you have

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a you know a large batch of documents that
you don't feel comfortable taking on yourself

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please feel free to reach out to us we'd love
to take a look at the documents and we can

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certainly give you a quote for what it will
take for us to remediate them for you and

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the pr we often get questions about the pricing
model for our services so pricing is based

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on three parameters first the the volume so
how many documents are you working with how

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many pages are there that's a main factor
in the pricing because we do charge at the

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page level the complexity of these pages so
are these documents very very complex or are

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they simple you know text-based word documents
it really can depend and it can impact the

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pricing so there's a big difference between
you know a simple document that just basically

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contains text and headings versus a you know
an irs form that has you know 150 fields on

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it there's a lot of different a lot of different
things that go into remediating a very complex

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document so that can impact the price on how
we and how we will quote that document and

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also the delivery is another factor so how
quickly does this need to be completed if

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you need the document back tomorrow there
are cases when we can certainly support that

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but it will impact the price versus if you're
kind of pushing things out you know if you

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don't need the document back for a week or
a month or two months whatever it may be that

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will also go into the pricing factor and so
as I mentioned before the typical workflow

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so documents are submitted for a quote deadlines
standards and procedures are agreed upon a

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system for document transfer between the parties
is developed so whether that be like through

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google drive or some of one of your ftp servers
or if you want to send it to us through dropbox

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whatever it may be just get us the documents
one way or another documents are remediated

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validated by our team and then returned to
our customers and then of course we also offer

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a hybrid model so this is always something
that we encourage so teamwork makes the dream

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work so first you can obtain our software
so you're working through the less complex

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documents or perhaps the new content that
you're producing and then you're able to also

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outsource documents to us so if you have documents
that you have like a a short timeline on if

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you need it back right away 
if you have complicated 

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documents that you don't feel that you have

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the technical expertise to to work through
or if you have a large backlog of documents

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you're able to offs outsource that to us and
also we're going to talk a little bit about

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a couple of of case studies about how clients
work with Equidox so both using software in-house

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are our expert remediation and validation
and as well as a hybrid of both software and

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services so accomplishing large PDF remediation
projects address the backlog through a vendor

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00:24:10,380 --> 00:24:17,460
service or staff allocations choose software
and train the staff make content creators

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00:24:17,460 --> 00:24:22,500
responsible for accessibility of future content
which will both fulfill accessibility goals

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00:24:22,500 --> 00:24:25,260
and also eliminates the 
need for future large-scale 

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services down the road and also of course

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00:24:28,140 --> 00:24:31,560
perform regular maintenance so that's just
kind of a quick summary of what we've been

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talking about but these are all very important
parts of the PDF remediation process and now

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00:24:37,800 --> 00:24:42,120
we have a few minutes left and I'm just going
to turn it over to one of our account managers

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00:24:42,120 --> 00:24:47,100
Dawn Campbell she's going to talk quickly
about a a couple of her clients and how they're

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best using Equidox and our services
[Dawn Campbell] Thanks Dan thanks for having

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00:24:51,300 --> 00:24:57,240
me today I'm actually only going to talk about
one particular project I have number of customers

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00:24:57,240 --> 00:25:02,460
and I'm always not sure which which to talk
about because so many of them I am very excited

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00:25:02,460 --> 00:25:07,980
to be working with but this particular project
is a county that is located just outside of

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Toronto and encompasses seven municipalities
within this county government so where there

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where they approached us was a couple of years
ago because in Ontario there are there is

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mandated accessibility legislation and that
that deadline actually passed last year now

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00:25:27,300 --> 00:25:31,800
it is important for again anyone that might
be on this call in the united states to also

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00:25:31,800 --> 00:25:38,580
understand that Canada and the federal government
also has mandated accessibility legislation

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00:25:38,580 --> 00:25:44,160
along with many of the provinces so if you're
thinking about doing work here or having business

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00:25:44,160 --> 00:25:49,200
here you should be familiarize yourself with
that now this particular county had a very

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00:25:49,200 --> 00:25:55,800
proactive accessibility coordinator that was
hired where she did a lot of training with

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00:25:55,800 --> 00:26:01,920
staff around the importance of designing an
accessible document in that source so that

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00:26:01,920 --> 00:26:08,880
really helped again for future now the challenge
was was that over the last how many years

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00:26:08,880 --> 00:26:14,160
of building a website they had all of this
inaccessible PDF that was already created

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00:26:14,160 --> 00:26:23,400
so again this was a team this was a coordinator
of this government that knew Acrobat and was

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00:26:23,400 --> 00:26:30,120
familiar with the challenges of Acrobat and
was looking for a tool to that again required

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00:26:30,120 --> 00:26:36,660
did not require such an in-depth PDF tag tree
expertise and one that offered free training

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00:26:36,660 --> 00:26:46,440
so that's where Equidox came into play Dan
can you change the slide for me sure so their

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00:26:46,440 --> 00:26:50,340
process was actually really really really
interesting to watch and again as the account

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00:26:50,340 --> 00:26:55,380
manager in third party it was exciting process
to watch because essentially they'd had to

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00:26:55,380 --> 00:26:59,880
do an internal audit it's exactly what Dan
talked about already they did an internal

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00:26:59,880 --> 00:27:05,760
audit to discover what and how many PDFs were
on their website they divided those PDFs based

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00:27:05,760 --> 00:27:13,560
on PDFs up based on the departments and each
department within that government was asked

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00:27:13,560 --> 00:27:18,900
to figure out which was most important and
where did they want to start prioritize and

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00:27:18,900 --> 00:27:24,900
then they purchased 10 software licenses and
a champion was basically created from each

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00:27:24,900 --> 00:27:30,960
of those department a champion who understood
again and did you know work the most in Equidox

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00:27:30,960 --> 00:27:38,700
so there was free software training provided
for all of the relevant staff Equidox again

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00:27:38,700 --> 00:27:43,560
this was a really neat hybrid customer because
we realized we had to play catch-up from like

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00:27:43,560 --> 00:27:50,100
the last 20 years of all of this PDF so they
I did budget to be able to have  

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00:27:50,640 --> 00:27:52,080
Equidox remediation

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00:27:52,080 --> 00:27:58,800
team help them with again the larger bulk
of the historical documents that needed to

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00:27:58,800 --> 00:28:05,580
be validated and then again they had the software
so it was they were able to again do projects

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00:28:05,580 --> 00:28:08,640
in-house themselves can you change the slide

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00:28:11,160 --> 00:28:16,560
so again just as an overview multiple departments
were responsible we you know this is a customer

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00:28:16,560 --> 00:28:22,080
who has 39 registered users of Equidox and
they come from all of the different departments

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00:28:22,080 --> 00:28:27,660
Communications Community and Social Services
Transportation Corporate Services Finance

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00:28:27,660 --> 00:28:33,120
Office of the CAO and you know they're in
there every day validating and remediating

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00:28:33,120 --> 00:28:38,340
using the tool the documents that they address
are everything from meeting minutes to job

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00:28:38,340 --> 00:28:44,400
posting to agendas to bylaws to reports a
whole array of complexity they're able to

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00:28:44,400 --> 00:28:51,900
address last slide Dan and and again this
is just a quote from myself really working

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00:28:51,900 --> 00:28:54,180
with this county continues to be a privilege 

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00:28:54,180 --> 00:28:56,820
they have been proactive in 
teaching the fundamentals

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00:28:56,820 --> 00:29:03,180
of accessible design while addressing both
an immediate compliance issue as well ensuring

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00:29:03,180 --> 00:29:07,320
software and services are in place to remain
accessible for their community

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00:29:07,320 --> 00:29:17,040
[Dan Tuleta] Great thanks again so we we intended
on having a few minutes to go into an Equidox

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00:29:17,040 --> 00:29:22,020
demo but in the interest of time it is 2:30
already I apologize for being long-winded

335
00:29:22,020 --> 00:29:27,660
we will send out this slide deck though however
and it will contain a previous short demo

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00:29:27,660 --> 00:29:32,700
video of Equidox for anyone that would like
to just get a quick overview of how the software

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00:29:32,700 --> 00:29:37,020
works but I would always I would certainly
encourage you to reach out to us

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00:29:37,020 --> 00:29:40,860
For more information about how 
Equidox Software Company can help you 

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00:29:40,860 --> 00:29:45,780
with PDF accessibility
Email us at EquidoxSales@equidox.co 

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00:29:45,780 --> 00:29:50,880
Or give us a call at
216-529-3030 

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00:29:50,880 --> 00:29:55,920
Or visit our website at www.equidox.co