Document Best Practices
Document uploads to the TU website are centralized through Digital Strategy.
On this page:
How to submit a document for upload
Web editors may use the Document Upload Request Form to submit files to the CMS. The form is brief and should take only a few minutes to complete. You'll need to provide:
- A short description of the document's purpose and intended audience
- The page URL where you plan to link the document
- Confirmation that you've completed the initial accessibility checks described below
Once submitted, Digital Strategy will run additional accessibility checks and a brief content review. If the document passes, we'll publish it to the CMS and notify you when it's ready. If we find issues, we'll contact you with guidance on what needs to be resolved before we can publish it.
Consider the document's purpose and audience
The submission process is an opportunity to ask two important questions: Does this content need to be a PDF? Does it need to exist on the website at all?
PDFs are frequently the path of least resistance for getting content onto a website — but they're rarely the best experience for users, particularly on mobile devices, and they add accessibility overhead that web pages don't. Before submitting a document, consider whether the content would be better served as a web page, or whether it needs to exist on the website at all.
When Does a PDF Make Sense?
Consider a PDF for:
- Forms that require a signature
- Official documents with a specific layout that must be preserved.
- Content that users need to print and bring with them.
For most informational content — policies, FAQs, program descriptions — a web page is a better choice.
Digital Strategy's content review will consider these questions as part of the process. If we think a document would work better as web content, we can assist you with the transition. Our goal is to help TU reduce its document footprint over time while improving the experience for everyone using the site.
Preparing your document
Before submitting a document, you're responsible for ensuring it meets some basic accessibility stadards. This doesn't require specialized tools for every file — most checks (and fixes) can be performed in the application you're already using to create the document.
Know the basics
Adobe provides an excellent resource for ensuring your documents are created in an accessible way. By following their guidance, you'll avoid the vast majority of accessibility pitfalls.
Core checks for all documents
Although not an exhaustive list, the following topics are the most common concerns in document accessibility. Keep them top of mind whenever you create documents.
Use real heading styles (Heading 1, Heading 2, etc.) in a logical order. Headings let screen readers navigate the document.
Every meaningful image needs descriptive alt text. Decorative images should be marked as such so screen readers can skip them.
Tables must have properly marked header rows or columns. Avoid using tables purely for layout — use them only for actual data.
Text must have sufficient contrast against its background. Don't rely on color alone to convey meaning.
Hyperlinks should describe their destination ("View the 2025 Benefits Guide"), not just "click here" or display a raw URL.
Set the document language in the file properties. This allows screen readers to use the correct pronunciation rules.
If you create your document in a Microsoft product, never use the "Print to PDF" option. It will wipe out all accessibility tags. Instead, use the Adobe "Create PDF" plugin within Word, Excel, or Powerpoint.
Run the built-in accessibility checker
Microsoft Word, Excel, and PowerPoint all include an Accessibility Checker under the Review menu. Adobe Acrobat Pro includes a similar tool under its Prepare for Accessibility menu. Run the checker and resolve any errors before submitting. Warnings should be reviewed — not all will require action, but they should be understood.
Keep in mind that automated checkers catch structural issues but can't evaluate everything. A document might pass a checker and still have accessibility problems, which is why Digital Strategy performs a secondary review before publishing.
Questions?
We're happy to help. Contact us at digitalstrategy AT_TOWSON.