Document Archiving Procedure

Title II Digital Accessibility Archiving Procedure

A document is considered archived only when it meets all four conditions:

1. Created before April 24, 2026
2. Kept for historical, research or recordkeeping purposes
3. Not updated or altered after being archived
4. Stored in a clearly identified archive area

If any condition is not met, the document must be remediated to meet full WCAG 2.1 AA accessibility standards.

The "Active Use" Standard

Whether a document is exempt depends on its purpose, not just its label. If you link to a document for one of the following reasons, it is considered "active use" and must be made WCAG 2.1 AA compliant, even if labeled as an archive:

• Required Course Material: Linking to an old PDF as a "required reading" or "instructional material" for a current class.
• Accessing Information: Using an old document to provide information for a current program/service.
• Active Participation: Any file needed for a member of the public to participate in a current program/service.

When "Archive" Labeling Works

You can link from an active page to an archived document without remediating it only if the link is truly for historical reference or research. Examples:

• Historical Reference: A "History of Our Campus" page linking to 1960s meeting minutes.
• Past Records: A current budget page linking to 2010 financial reports for "historical comparison."
• Recordkeeping: Storing old newsletters that are no longer current or relevant messaging.

How to Archive Documents

Remove the document from active web use

• Remove the link from all active webpages
• Make sure the document is not required for any current process or course

Move the file into a clearly labeled archive folder

1. Use your department’s SharePoint storage and create a folder named “Archive” or “Historical Records Archive”, etc.

Create an Archive Page or Section (if you must link publicly)

• If your department needs to provide public access, create a webpage titled something like “Archived Documents” or “Historical Records.”
• Do not mix archived content with active content

Add Required Archive Notice

At the top of the archive page and/or document list, include this notice:

Archived Content Notice
This content is archived and is maintained for historical or recordkeeping purposes only. It is no longer updated and may not meet current accessibility standards. To request an accessible version, contact: [department email/phone].

Do Not Edit Archived Files

Once archived:

• Do not correct typos
• Do not update dates
• Do not replace the file

Any change to the document makes it “active” again and must be made accessible.

When Archived Content Must Be Made Accessible

A department must provide an accessible version upon request if:

• A person with a disability cannot access the archived file
• The document becomes relevant to a current program, service or activity again

If a document is reused or repurposed, it must be remediated before being posted in an active location.