PDF Curation: A Guide to Digital Compliance
With new accessibility legislation approaching, we have a clear mandate to refine our digital footprint. The goal isn't just to check boxes for federal compliance. It is to ensure our digital campus is welcoming and usable for everyone. You don't have to guess what stays and what goes. The Digital Accessibility team has mapped out a simple decision tree based on approved best practices to help you curate your existing files. This chart guides you through the three standard paths for handling PDF documents at TTU: deleting unnecessary clutter, archiving responsibly, and remediating files (or better yet, converting them to web pages).
The PDF Decision Path
Is the content current and necessary?
Does it serve a business need today?
Does it qualify for archiving?
Created before April 2026, never changing, used only for research/reference?
It is active content.
This includes syllabi, active policies, and forms.
1. The Power of Deletion
The most efficient way to manage accessibility is to remove content that no longer serves a purpose. If a document is outdated, factually incorrect, or simply irrelevant to current university business, it does not belong on the public website.
Ask Yourself:
Does this document serve a purpose right now?
If a student found a 2018 flyer via Google today, would it help them or confuse them? Superseded policies, old newsletters, and past event schedules create "digital noise." This noise negatively impacts Search Engine Optimization (SEO) and creates a liability for accessibility auditing.
If the answer is "No," delete it. You are not losing data; you are refining the user experience.
A properly curated site is easier to maintain, simpler to keep accessible, and delivers a better user experience. When we remove the clutter, we stop forcing visitors to dig through layers of the past. Your users are looking for answers, not archaeology.
2. The Archival Exception
Under the new DOJ Title II ruling, we have a specific "archival content" exception. This allows us to keep certain older documents online without updating them, provided they strictly meet specific criteria.
Document Criteria:
- Timeline: Created or posted before April 24, 2026. (Documents used for current instruction or training would not qualify even if they were created before the compliance deadline.)
- Purpose: Maintained exclusively for reference, research, or record keeping.
- Location: Stored in a dedicated section clearly identified as an "Archive."
- Static: Unchanged since it was archived. (Any alterations or updates made after the archival date will nullify the archival exception.)
How to Implement a Compliant Archive
You cannot simply leave old files in your main folders. You must create a clear separation between active content and historical records.
- Create a Dedicated Folder: In the CMS, create a folder specifically named
/archive/or/history/. - Move the Files: Move the PDF files into this new folder.
- Create an Index Page: Build a landing page for this section (e.g., "Departmental Minutes Archive 2018-2023").
- Add the "On-Demand" Disclaimer: We cannot lock these files away completely. Every archive page must feature a visible link directing users to assistance if they cannot access the historical data.
"These documents are preserved for historical reference. If you need an accessible version of any file listed here, please contact digitalaccessibility@ttu.edu for assistance."
3. Active Content: Convert or Remediate
If your PDF is active content, and it doesn't fit the strict definition of an archive, it is a living document. You have two choices.
Option A: Convert to Web Page (Recommended)
Before you remediate a PDF, ask if it should be a PDF at all. Converting content to an HTML web page is often the superior choice.
- Mobile Friendly: HTML reflows to fit phone screens; PDFs do not.
- Searchable: Easier for Google and internal search to read.
- Native Accessibility: Proper HTML headings and text are accessible by default without complex tagging.
Option B: Remediate the PDF
If the document must remain a PDF (e.g., a form requiring a specific legal layout), it must be fully compliant with WCAG 2.1 AA.
- Tagging: The document must have a logical tag structure.
- Alt Text: All images require description unless they are "decorative only" and marked as such.
- Reading Order: The content must be read logically by assistive tech.
- Color Contrast: Ensure there is sufficient distinction between text and background colors.
Sources & Regulatory Citations
Based on the DOJ final rule under Title II of the ADA (April 24, 2024).
- The "Archival" Definition: 28 C.F.R. § 35.104
- The Exception: 28 C.F.R. § 35.201(a)
- The "On Demand" Requirement: 28 C.F.R. § 35.201 & § 35.160
Digital Accessibility
-
Address
Texas Tech University, 2500 Broadway, Lubbock, TX 79409 -
Phone
806.742.2011 -
Email
digitalaccessibility@ttu.edu