Archived for Accessibility file handling

To assist users to comply with the Americans with Disabilities Act (ADA), we've created a feature called Archived for Accessibility to allow you to label files created before April 24, 2026 as "Archived" to indicate their status as out-of-date and out of compliance with WCAG 2.1. This requirement applies to:

• Portable document formats (ex. PDFs)
• Word processor files (ex. Word, Libreoffice)
• Spreadsheets (ex. Excel, CSV)
• Presentations (ex. Powerpoint)

Determining a file's status

• Per the ADA's Fact Sheet, a file has to meet ALL FOUR of these points to be eligible for the 'Archived for Accessibility' label:
  1. The content was created before the date the state or local government must comply with this rule (April 24, 2026), or reproduces paper documents or the contents of other physical media (audiotapes, film negatives, and CD-ROMs for example) that were created before the government must comply with this rule, AND
  2. The content is kept only for reference, research, or recordkeeping, AND
  3. The content is kept in a special area for archived content, AND
  4. The content has not been changed since it was archived.
• If a file was on your site before April 24, 2026, is still relevant, and is receiving any updates, then the file must be made accessible. Please refer to UCOP's Electronic Accessibility resources for help with making files that meet accessibility standards.

How to apply the Archived label to applicable files

For files embedded via the WYSIWYG

1. Make note of your file's name and then navigate to Shortcuts » All content » Files tab.
2. Search for the file using the File page's filename. Consider filtering the search by first filtering by MIME type. Example: application/pdf would filter the list to only the PDFs in your list.
3. Because the file was added as an embed it exists only in that context, but it needs to be a media item in order to apply the necessary 'Archived for Accessibility' label. When you locate your file in the list, look under the Operations column on the far right and click on the Create media button.
4. You'll see a success message stating, "Created media entity <file name>. You can now set the Content Audit status." You will now be on the file's Media Library page entry.
5. Scroll down to the bottom of the page to where the Content Audit tab is already open. Locate the Status menu and change its setting from None to Archived for Accessibility.
6. Click the Save button to finish.

For files added via the Documents attachment region

1. Navigate to your Media Library and locate the file in the list.
2. Depending on your view context (table vs. grid), either click its Edit button or the pen icon to access its details.
3. Scroll down to the bottom of the page to where the Content Audit tab is already open. Locate the Status menu and change its setting from None to Archived for Accessibility.
4. Click the Save button to finish.

Training Video

Archived for Accessibility List (admin side)

An internal View has been created to list all the files on your site that have received the 'Archived for Accessibility' label for efficient management.

1. Navigate to Shortcuts » All content » Archived for Accessibility tab.
2. The listing makes use of the Content Audit fields to help describe its context:
   • Status
     • Archived for Accessibility
   • Action
     • Leave As-is
   • Notes
     • (Optional)
   • Updated
     • Date of last change
   • Operations
     • Edit
     • Delete

Archived for Accessibility List (public view)

If a visitor clicks on the 'Archived for accessibility' label next to your file, the site will take them to /accessibility/archived-documents. This page provide the following introduction, but the contact email displayed will be the one provided on your own site's Basic Site Information page. The page will provide a search option and otherwise list all files with the label.

Embedded WYSIWYG File Demo

This is an example of an embedded file set to archived.