Watch Inventory Documents
Inventory Documents Video Transcript
For this accessibility challenge we are focusing on documents. More specifically, how you can inventory what is currently published on your site. PDFs and other documents present several challenges for accessibility. Yet, even if all documents are made accessible there’s still another matter to consider.
According to the Nielsen Norman Group, “Forcing users to browse PDF files makes usability approximately 300% worse compared to HTML pages. Only use PDF for documents that users are likely to print. In those cases, following six basic guidelines will minimize usability problems.”
But before you can follow their recommended guidelines, you first need to locate the documents currently published on your site. For that, we turn to Siteimprove.
Siteimprove provides two ways for you to locate, view, and download PDF documents currently published on your site. One in the Quality Assurance Module and one in the Accessibility Module.
After logging in, select Accessibility then PDFs. This will show you a list of all PDFs on your site that are flagged with accessibility errors. From here, you can sort your documents by last modified, whether they are machine-readable text, whether they’re tagged, by the number of issues, and you can also expand the issues to get more details. You can also see the page the document is uploaded on.
To export your list of documents to an excel file, select export and then select either include all issues or include pages, and then select all rows. This will download the file to excel so you can sort, make notes, and decide what to do with your documents.
To access a list of all documents on your website, select Quality Assurance, then Inventory, then Documents. From here you can see all the different types of documents from Excel, PDF, PowerPoint, Word, and XML documents. To access the PDF documents, select the documents link. Similar to the Accessibility Module, you have lots of different options for sorting and you can also export the information here to an Excel file in a similar manner.
If you have any questions as you are inventorying documents, get in touch with the OIT Web Accessibility Team at OITAccessibility@boisestate.edu or visit us online at boisestate.edu/webguide.