Documents Guide

Consider if the document is necessary

Evaluate if the document is necessary for current instruction, research, or administration. See the ODA's tips for document cleanup.

Provide the Document in its Original Format

PDFs present additional challenges for screen readers. Linking to a document in its original format makes for a more accessible reader experience. For tips on remediating documents in their original format, see below:

• Google Docs, Slides, Sheets
  • Use GrackleDocs, an accessibility checking tool.
• Microsoft Word, Excel, PowerPoint
  • Use the built-in accessibility checker: select the Review tab and then Check Accessibility.

For additional tips, see Playbook: Accessibility and Documents from UM Duluth

Convert the Document to HTML

LaTeX

• Use Pandoc, tex4ht, or Gemini to export as HTML

Handwritten Content

If the document contains only handwritten text ( e.g. no math, no diagrams)

• Use a digital note-taking or OCR tool (OneNote, Notability, Google Lens, etc) to convert to digital text

If the document contains  mixed media (e.g. Slides with annotations, typed questions with handwritten solutions)

• Consult with CSE Academic Technology to discuss options for making this content accessible.

Make sure the new document is accessible.

Remediate the PDF

• Guide to remediating PDFs from mass.gov
• Request remediation help from Continual Engine PREP tool
  • Custom remediation is $3-5 per page based on complexity
  • The college is in the process of determining a recommended licensing approach

Can I Consider My Documents Archives?

Archived web content. Web content that meets all of the following requirements:

• The content was created before the implementation date of the Policy or the content reproduces paper documents or the contents of other physical media (audiotapes, film negatives, and CD-ROMs for example) that were created before the implementation date of the Policy.
• The content is kept only for reference, research, or recordkeeping.
• The content is kept in a special area for archived content.
• The content has not been changed since it was archived.

This language should be noted on the website or other location where the document is located. This language should not be placed on the document itself, as the document must remain unchanged to qualify for the preexisting document exemption."

These documents were created before current policy requirements took effect, and therefore may not be accessible. To request this content in an accessible format, contact [email address].