Archiving
What do you mean by 'archive'?
An archive is simply a designated place for eligible digital content to be stored. This content can still be publicly available.
Please keep in mind that content must meet all four requirements to be eligible for archiving:
- The content was created before April 24, 2026, AND
- The content is kept only for reference, research, or recordkeeping, AND
- The content is kept in a special area for archived content, AND
- The content has not been changed since it was archived.
Can my archive have subdirectories or folders?
Yes, archives can have subdirectories and folder structure. The critical part is that an archive is available and clearly labeled.
Please keep in mind that content must meet all four requirements to be eligible for archiving:
- The content was created before April 24, 2026, AND
- The content is kept only for reference, research, or recordkeeping, AND
- The content is kept in a special area for archived content, AND
- The content has not been changed since it was archived.
If I archive a digital document, can I still link to it?
Yes. You may still link to a digital document on other parts of your website, but the file must clearly be labeled as archived and only be kept for research or recordkeeping.
This may be done if you have built your archive on your website, or in a different document repository, like Google Drive or Box.
What information should I put on my archive page for users?
You will need to ensure that there is up-to-date contact information on your website, so folks have a clear line of communication if they need to contact your site owner about remediating an inaccessible file that falls under the archive exception.
This can simply be the standard 'contact us' page on your website.
If I put a new document straight into the archive, do I have to make it accessible?
All documents posted after April 24, 2026 must meet WCAG 2.1 AA criteria, even if you put them directly into the archive section of your website.
What do I do if someone requests an archived document be made accessible?
You will need to remediate the file promptly. The file must meet WCAG 2.1 AA standards. Please reach out to improving-accessibility@berkeley.edu for additional guidance.
Can I edit documents in the archive?
Yes - but after April 24, 2026, any document you edit or republish from the archive must be updated to meet WCAG 2.1 AA criteria.
When you make edits, the content is treated as if it’s new. This applies even if the content was originally created before April 24, 2026. If you’re updating the content, it means the information is still important and people need access to it.
Note: Updating document metadata or removing personal information is allowed for archived content without having to remediate the document. Please contact improving-accessibility@berkeley.edu for additional support.
Document Requirements
Can I just store my digital documents on a non-Berkeley website?
You may not move your documents used for Berkeley business to another website to avoid accessibility compliance.
You are still responsible for ensuring WCAG 2.1 AA if your documents are used to access your program, activity, or service.
What is the difference between an 'internal' and an 'external' document in Siteimprove?
‘Internal’ documents are files hosted on your site. You are directly responsible for the accessibility of these files. We recommend reviewing and addressing 'internal' documents first.
‘External’ documents are files hosted on another website that you have linked to.
Am I responsible for the accessibility of 'external' documents?
You are responsible for making sure documents on your site are accessible.
You may still be responsible for the accessibility of 'external' files if they are associated with or used to apply for, gain access to, or take part in your services, programs, or activities.
For specific questions, please contact improving-accessibility@berkeley.edu.
If a document on my website already has an HTML version, do I still need to make my document accessible?
Yes. Your document must still meet digital document requirements.
Do my personal documents need to be accessible?
No. Individualized, password-protected documents are not required to be accessible. This might include student transcripts, personal Google docs, or student billing statements.
Do Google Docs in a shared (team) drive have to be accessible?
If you have a small team that uses a shared Google Drive, we're considering those documents to be personal/private and they don't have to be accessible. However, we would recommend that your team get in the habit of making them accessible going forward so you're not adding to your accessibility debt, and so you're ready if/when someone who joins your team uses assistive technology or someone has an injury and needs to start using assistive tech.
If you currently have or will create documents on your shared drive that will be shared outside your team and used by staff, students or the public outside your team (how to, org chart, slideshows, etc) those must be accessible.
If your shared Google Drive is for a fairly large group (multiple teams within a dept or division), you must make new documents accessible going forward, and remediate any documents still commonly in use. Any pre-existing docs just used for reference or record keeping can be archived in a section of your drive clearly labeled "archive."
As you prioritize documents for remediation, pre-existing team documents in a Google Drive should be prioritized lower than documents on your website(s).