Accessibility media inventory
A page within University Marketing & Communications
The report you received contains all PDF, DOC and DOCX files contained within your site's folder(s).
I received the report, now what?
Make your way through the report, using the dropdown options in Columns C and D.
First, see if the file is in use (C), then make a decision about the file (D).
⚠️ Don't delete any data or rows from this spreadsheet.
The only data you should edit is within Columns C, D and E.
What's each column for?
FileURL (B)
The link that will take you to the selected file for you to begin your review.
Note: After clicking a link and logging in, you may end up at 'Home'. Simply click the link in the sheet once more.
In use? (C)
Use the supplied dropdown box to choose Yes or No based on if the particular file is actively being utilized on your site or not.
Decision (D)
Use the supplied dropdown to make a decision: Keep + Remediate, Delete, Move/Make Private, Keep + Label as Archive, Make web content
Other column definitions
- TreePath (A) - Folder structure the file lives in
- If kept, do you have the original file? (E) - useful if you end up remediating the PDF and need to track down the original or determine if you need to start over
- pkID (F) - for UComm use
- Name (G)- Name of the file
- CreatorName (H) - NetID of person who originally uploaded the file
How do I know if my file is in use?
Step 1
When you click on the FileURL link, it will take you to a deep link within the CMS. Across the top will be the yellow bar that states something like:
- Changes made here will affect at least 1 item
OR - This item is not used anywhere.
If the file is in use, move to step 2. If the file is not in use, move to Step 3.
Step 2
The CMS tells you your file is in use. Is it really? There are two paths to take here:
- You may just know enough about your content to know for sure that the file is in use
OR - You can click the hyperlinked [X item(s)] in the yellow bar, and it will display the block(s) it's used within.
- Click through each block and determine if that block is used and on which page, to help your decision making.
- It's very possible a file will be linked in a block that's no longer being used. Traversing the blocks can be a good way to tell if the file is worth investigating any further or moving to step 3.
Step 3
Figure out why the file is not in use.
- Think about if it's old, irrelevant, and actually unused, or determine if it's unused because it's seasonal.
- Maybe you have a document that's being prepped for a future semester or something that only gets linked to during the summer months.
If determine that the file is unused, it might be beneficial to download a copy for your own records, and then mark it as 'Delete' in column D.
How should I make a decision for a file that's in use?
After determining if your file is in use or not, use the supplied dropdowns to mark your decision about each file:
Keep & remediate
- Reason: You need the file and it needs to be made accessible
- Responsibility: Your office
- Time commitment: high
Delete
- Reason: You no longer need the file (outdated/unused). We imagine a large chunk of the files will fall into this category. Spring cleaning!
- Responsibility: Your office, UComm assistance
- Time commitment: low
Move/make private
- Reason: Sometimes the website became a catch-all for files, but now that we have OneDrive/Teams, files can be safely and securely uploaded, behind a login, removing them from this project. Useful for internal documents and guides.
- Responsibility: Your office
- Time commitment: low, medium
Keep & label as archived
- Reason: Certain lists of files can be considered an archive and they can remain as they were, with a clear heading that they're an archive.
- Responsibility: Your office, UComm assistance
- Time commitment: low, medium
Convert to web content
- Reason: Often times, someone will upload a PDF that is simply a paragraph of text. We can copy that text out and place it within one of our webpages instead, saving someone the need to download the PDF, and also making it much more compliant. Win-Win
- Responsibility: Your office, UComm assistance
- Time commitment: low, medium, high
Not sure?
If you're unsure of what to do, maybe you need our opinion before feeling confident, or you're struggling, let us know. While we won't have time to dive into every file on every site, we can be a sounding board for your office to help you continue forward.
