Documents

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 shared directly 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. 

Only share documents that are appropriate for the general public or are legally required to be available on the public website. Consider using tools like SharePoint to share documents for internal audiences. 

Avoid linking directly to documents on other organizations’ websites. Instead, link to the page or website where the document is available.

Documents that are shared digitally must be accessible.

Ensure any documents that are shared are appropriately tagged and have accessible structure.

Resources for creating accessible documents

Any documents you share digitally must be accessible. Use the following links to learn more about checking PDF accessibility and incorporating accessibility with common authoring tools.

• PDF/UA Foundation PAC 2021 PDF Accessibility Checker
• Adobe Product Accessibility
• PDF Accessibility Workflow
• Create and Check PDF Accessibility with Acrobat
• Create Accessible PDFs with Microsoft Office
• Microsoft Word Accessibility
• Microsoft Excel Accessibility
• Microsoft PowerPoint Accessibility