Sharing documents on the website should be avoided when possible. Sharing content on a webpage instead of in a document is typically better for usability, accessibility and search engine optimization (SEO).
PDFs and other documents can be a convenient way to deliver certain forms, information and printable materials through the website, but they can be a challenge to make accessible and are often less user-friendly than content on a webpage.
Best Practices
Consider whether it is necessary to link to a file. Whenever possible create content on a webpage instead of sharing a document. Submit a Service Request and the Web Services team can help present content from your document (including forms) as a webpage.
Use tools like SharePoint, Canvas, Teams, etc. to share documents with internal audiences.
Avoid linking directly to documents on other organizations’ websites. If the organization updates or moves the document, your link might break or direct people to outdated information. Instead, link to the page or website where the document is available.
Documents that are shared digitally must be accessible. Ensure any documents that must be shared are appropriately tagged and have accessible structure.
Criteria for Website Documents
Only documents that meet one or more of the following criteria, and are fully remediated for accessibility, will be permitted on the website:
- A legal or other legitimate requirement mandates the content be presented in a document.
- The document’s availability on the website is essential to the university’s mission or holds significant strategic value.
- No reasonable alternative format exists for presenting the content.