Many organizations have created digital documents to share information, often without regard to accessibility. Now, work must be done so they provide equal information and an equal experience for people with disabilities. Based on the DOJ Rule, The Accessibility Guy devised the following decision tree to help people decide how to handle their documents.
As a note, when the decision tree indicates that a document must be made accessible, consider if the content can be converted into a website page. They are often easier to make accessible and better for viewing on mobile devices.
Instances where a web page is the better option
- Your audience is primarily trying to quickly find information, complete a task, view on mobile, and/or skim, scan, and search.
- The content will likely need to be updated/maintained.
Instances where a PDF may be the appropriate
- The content is a formal document, legal record, printable official document, or a document that your audience must download and submit.
- The content is primarily intended for printing, not viewing online, such as a flyer that is going to be distributed at an event.
Decision Tree
Step 1. Is this PDF still needed for a program, service, or activity?
- Yes – Then proceed to Step 2
- No – Then ask yourself, “Can it be deleted?”
- Yes – delete it
- No (e.g., legal retention required) – Proceed to Step 3
Step 2. Is the content actively used by the public or staff?
- Yes – Must be made accessible
- No – proceed to Step 3
Step 3. Was it created before the compliance date for the Title 2 DOJ Rule?
- Yes – Proceed to Step 4
- No – Must be made accessible
Step 4. Is it stored in a designated archive and not updated?
- Yes – Proceed to Step 5
- No – Must be made accessible
Step 5. Is it only used for reference, research, or recordkeeping?
- Yes – Proceed to Step 6
- No – Must be made accessible
Step 6. Has it remained unchanged since being archived?
- Yes – Can remain archived – Exempt
- No – Must be made accessible