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Document Archiving

Please follow these simple guidelines to ensure your local or shared PDFs, Microsoft Word, Excel, and PowerPoint files are in compliance with digital accessibility and archiving standards. (For information about archiving website content, please visit the Web Content Archiving page.)

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 24, 2026.
  • 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 2026, 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.

Optional Steps

  • Label - At the top of each document, add a clear, prominent label that identifies the content as archived and explains that it may not meet current accessibility standards (e.g., "This document has been archived and is retained for historical reference only. It may not meet current accessibility standards.").
  • Mark and tag - Add metadata to clearly identify the file as archived and include the archive date. To update metadata (for Word, PDF, or similar files):
    1. Right-click on the file.
    2. Select “Properties.”
    3. Choose the “Details” tab (Windows) or “More Info” (Mac).
    4. Add or edit fields as follows:
      • Tags: Archived, November 11, 2025
      • Comments or Description: Archived for reference only. Created before April 24, 2026.
    5. Verify that the Title field matches the file name and the visible title on the document itself.
    6. Click Apply or OK to save changes.

  • Protect (lock) - Secure archived files to prevent edits. This is recommended but not required. Any change to an archived document will nullify the exemption.

    For Microsoft Word documents:

    1. Open the document.
    2. Go to File → Info → Protect Document.
    3. Choose “Mark as Final” or “Restrict Editing.”
    4. Save and close the document.


    For PDF files:

    1. Open the file in Adobe Acrobat.
    2. Select File → Properties → Security.
    3. Under Security Method, choose Password Security.
    4. Check “Restrict editing and printing.”
    5. Set a password (optional) and click OK.
    6. Save the file.
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