Meeting the ADA Title II Digital Accessibility Requirements

Keep as a PDF and Remediate

A PDF should remain a PDF when the document itself is the intended deliverable. This option is appropriate when users are expected to download, print, read, or share the file as a standalone publication. These materials are required to meet accessibility standards.

Examples include:

• Research briefs
• Current course syllabi
• Formal reports (e.g., CEHD Annual Report opens a new window, CPH 2025 Impact Report opens a new window)
• Senior capstone projects
• Handbooks/Manuals (e.g., Travel Meals Manual opens a new window)

Convert to HTML

Convert content to HTML when users primarily need the information rather than the document file. HTML is generally easier to update, more searchable, more mobile-friendly, and easier to maintain accessibly over time.

Examples include:

• Faculty CVs/biographies (e.g., Faculty CV opens a new window)
• Staff profiles
• Contact information
• Office hours
• Instructions or procedures
• FAQs or tip sheets (e.g., COS Math Tips opens a new window)
• Policies
• Program descriptions (e.g., Web Design Minor opens a new window)
• Service information

Archive Outside Public Navigation

Archived content is content that no longer supports an active university function but is retained primarily for historical, reference, records-retention, or compliance purposes. In most cases, it has been superseded by newer information and is no longer routinely updated or maintained.

Examples include:

• Prior academic year reports
• Superseded guides
• Prior year meeting minutes (e.g., Faculty Senate Prior Year Meeting Minutes opens a new window, Archived University Catalogs opens a new window)
• Past event materials
• Older publications retained for reference or compliance purposes

Storing Archived Content

Archived materials should be moved to an approved storage location such as an internal SharePoint or OneDrive locaton. Units may add a brief note to the relevant webpage explaining that archived materials are available by request and providing a web form or department email address for access requests. Whenever possible, avoid linked directly to a OneDrive or SharePoint folder from your web page because they may expire after six months.

Remove

Remove files when they no longer serve a current business, legal, historical, compliance, or records-retention purpose.

Examples include:

• Expired announcements (e.g., Journal Club Meeting, Feb. 15^th, 2024 opens a new window)
• Obsolete forms
• Superseded procedures
• Prior versions with no ongoing need
• Duplicative or outdated PDFs

How long should we maintain content on GMU websites?

Units should consult the Library of Virginia’s Records Retention and Disposition Schedule [PDF] opens a new window and the Office of University Branding’s web document standards resource opens a new window when auditing PDF content. These resources provide guidance on how long PDF resources should be maintained on public-facing websites.

Examples include:

• Current semester course syllabi — Keep available while the course is active and students need access.
• Event flyers or announcements — Keep available through the event date, then remove unless there is a documented archival, historical, or records-retention need.
• Policies, procedures, and service information — Keep available only while current; replace, convert, archive, or remove superseded versions as appropriate.

How to Prioritize Remediation Work

When facing a large volume of PDFs, pages, and media requiring review, think of remediation as a resource allocation exercise. Focus first on the content that serves the largest audience and supports the most important public tasks.

• Start with primary navigation.
• Use analytics, traffic, and engagement data to identify the most heavily used public-facing content.
• Address dynamic content collections next such as news, profiles, people, and program pages.
• Set retention thresholds for legacy content so low-value items can be archived or removed when they no longer support active institutional goals.
• Remediate remaining public content in descending order of audience demand rather than relying on archive labels as a backlog management strategy.

Still Have Questions?

For general inquiries, feel free to post questions, comments, or concerns to the Patriot PDF & Media Purge Channel opens a new window within the Mason Web Accessibility Collaborative Team.

For unit-specific questions, contact the appropriate office below:

• Office of University Branding — For questions about public-facing web content standards, website structure, or document presentation on university websites, contact [email protected].
• ITS Web Administration — For questions about website administration, site access, or technical implementation, contact ITS Web Administration through the ITS support request process opens a new window.
• Assistive Technology Initiative — For questions about digital accessibility, PDF remediation expectations, or accessible document guidance, contact [email protected].