Decision Checklist

When reviewing PDF files, take into consideration these questions:

  • Could the information be expressed on a web page?

  • Is there already an HTML page summarizing the content for all users/devices?

  • Is it part of a process to apply, gain access, or participate in an activity or program?

  • If the PDF must remain, is it fully accessible and recently tested?

  • If it’s a form:

    • Is it part of a critical process (sign-up, application)?

    • Could it be a web form or SoftDocs?



What to do with the files that are still needed?

Once you have completed your review and determined what files you need, you will need to check them for accessibility.

 

Minimal Accessibility Criteria for PDFs

Any PDF documents that remain active on the www.iup.edu site* after April 2026 must meet the following criteria:

  • Tagged PDF with proper heading levels and reading order.

  • Alt text for images/figures

  • Tables with headers/scope

  • Document language set

  • Descriptive title

  • Bookmarks for long documents

  • Sufficient color contrast; no color‑only meaning

  • Passes automated checks and manual spot‑checks

  • If the document cannot be made accessible, include contact information to request an accessible alternative.

Note: Any files that are not compliant (and do not meet an exception) will be removed from the site before the compliance deadline. Site owners are urged to review files and ensure critical files are resolved.

 

*Exceptions

There are exceptions to this, including:  files in an "archive" status/location and preexisting conventional electronic documents (PDF, Word, Excel, PowerPoint, etc) that are not currently used to gain access to, participate in, or apply for services, programs, or activities.)

Examples

These are examples and do not encompass all possibilities. If you have questions, email web-team@iup.edu for help.

  • Newsletters from previous semesters can be retained if needed, but must be placed in a folder labeled "archive." 

  • Any form that a user needs to complete or submit is considered "currently used" and must meet accessibility requirements. Consider a web or other form type vs. PDF. 

  • Program handbooks for current students would be considered "currently used" and must meet accessibility requirements. Previous version, if needed, must be placed in a folder labeled "archive."

  • Curriculum sheets used for current students and active programs are considered "currently used" and must meet accessibility requirements. Previous version, if needed, must be placed in a folder labeled "archive."

 

 

Orphaned Files

Over the summer, the digital team removed all "orphan" files from the CMS. An orphan file is one that is not linked to from within the site. An archive of those files is available if any were removed in error. This process reduced the number of files necessary to be reviewed by each area.