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Archiving, Deleting, and Remediating

Documents/Files

For existing PDFs and Microsoft Word, Excel, and PowerPoint files, a detailed review and organizing of your files first will save a lot of time in becoming compliant. You will likely determine that some materials may no longer be needed and can be deleted, and much may be archived in case of future use.

  • Delete Documents

    Documents of any type may be deleted if they are no longer needed for:

    • Reference
    • Historical purproses
    • Recordkeeping
    • Active participation in UTSW programs, services, or activities
  • Archive Documents

    Does my document qualify for archiving?

    To qualify for archiving (versus remediating), files must be all of the following:

    • Pre-existing - The document was created before April 26, 2027.
    • For reference only - The content is for historical, reference, or record-keeping purposes. It cannot be used in any current service, program, or activity.
    • Unchanged - The content has not been altered or updated since the date of archiving.
    • Clearly labeled - The content is in a designated location and explicitly marked as “archived.”

    The Archiving Workflow

    1. Identify - Find and review all documents that could qualify for archiving.
    2. Cease use - Ensure the content is no longer linked to or used in any active programs, services, or activities.
    3. Create an archive folder - Set up a dedicated location to store archived materials. The folder should be clearly named and indicate that it contains documents from before April 2027, such as Archive_Pre-April-2026.
      *For large collections, organize subfolders by department or document type, such as Archive_Pre-April-2026/Finance/ or Archive_Pre-April-2026/Reports/.
    4. Transfer - Move eligible documents into the designated archive folder.
    5. Maintain the Archive - Periodically review your archived content to ensure it still meets all four exemption criteria. If a document is reactivated or updated, it must be made fully accessible.
  • Remediate Documents

    Remediating documents follows similar steps as used for creating new documents.

    1. Learn the Core Concepts.
    2. Understand User Needs.
    3. Use accessibility checkers within Microsoft, Adobe, and PDF-XChange applications.
      Note: When saving documents to the PDF format, you must use a PDF checker on the finished file.
    4. Follow Best Practices to correct anything flagged by the checker as being inaccessible.

Web Content

As with documents, a detailed review of your webpages and associated files first will save a lot of time in becoming compliant. You may determine that some webpages qualify to be archived or unpublished. For web content that does not qualify to be unpublished or archived, please see below for remediation instructions.

  • Unpublish Web Content

    Webpages no longer needed should be unpublished to maintain our web history and provide a starting point for similar new pages.

  • Archive Web Content

    Content created before April 26, 2027 may qualify to be archived if it is clearly marked as archived and retained exclusively for reference, historical purposes, or recordkeeping purposes. Archived content must not be required for active participation in UTSW programs, services or activities.

    • Review your inventory of websites and online files (PDF, Microsoft Word, Excel, PowerPoint, etc.) stored in UTSW content management systems (Alfresco, Drupal, Wagtail).
    • Unpublish or delete any file that isn’t needed.
    • Archive files if:
      • Historically important but no longer referenced
      • Required for institutional record retention
    • Connect with the Digital team to create a directory under utsouthwestern.edu/archive for uploading files.
    • Remove all links that refer to the archived sites and documents.
    • Provide accessible versions upon request.
    • Ensure full accessibility of websites and files that are stored outside of the archive directory.
  • Remediate Web Content

    For webpages that will remain published, ensure you receive weekly Siteimprove reports for your websites. Siteimprove scans and provides a list of accessibility issues to fix. Please focus on the ones labeled as Content and UX Design. Web Services will handle the ones marked as Development. If you need to be set up, please submit a ServiceNow ticket to Web Services.

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