Boise State uses DubBot to identify documents and Google Drive links that may not meet accessibility standards. The “Archive Review” policies specifically flag pages that contain high volumes of PDFs or links to external documents (Docs, Sheets, Slides) that require manual triage and remediation.
Unless granted an exception by the Executive Director of University Web Strategy, all documents published on Boise State’s public facing webpages must meet accessibility requirements either verified through testing or with an accessible web alternative.
Criteria for exceptions
Exception requests for documents required to support the university’s mission or operations will be reviewed by the Executive Director of Web Strategy and include the following categories:
- Required by law
- Required for accreditation
- Required to support the university’s mission or operations
- Granted an exception based on its purpose
- Has a fully accessible web alternative of the content available
DubBot ‘Archive Review’ Accessibility Policies
The following “Archive Review” policies in DubBot can help you find and review your published documents:
- 10+ PDFs on a page: Pages containing a high volume of PDF files.
- Links to Docs in Google Drive: Standard Google Documents.
- Links to Files in Google Drive: General file storage links.
- Links to Presentations in Google Drive: Google Slides.
- Links to Spreadsheets in Google Drive: Google Sheets.
- PDF Documents: Individual PDF files linked on a page.
After locating the documents, follow these three steps to review your content: Review and Triage, Remediate, Resolve.
1. Review and Triage
Determine if the document is still necessary for the user:
- Remove: If the document is old, out of date, or no longer needed, remove the link from the webpage. No further action is required.
- Replace (Recommended): Convert the document content directly into web content (a standard WordPress page). This is the most accessible format. Once replaced, you can either remove the file link or clearly label it as a “printable download” and mark this alert as Ignore in DubBot.
- Archive (if qualifies): If the content is created before April 24, 2026 AND is retained exclusively for research, reference, or record-keeping AND has not been edited or updated since being archived AND stored in a clearly labeled “Archive” area. Review Archiving Workflow and Guidance for additional details.
2. Remediate (Fix)
If the document does not qualify as an archive exception and must remain as a linked file, you must ensure it is accessible:
- Google Docs, Sheets, and Slides: Open the document in Google Drive and select Extensions > Grackle > Launch to run a Grackle Report. Resolve all identified accessibility barriers within the Grackle interface. For more tips, review the Grackle Tutorials on the Boise State Accessibility Resources and Tutorials page.
- PDFs: Grackle cannot check existing PDFs. You must download the file, open it in Adobe Acrobat Pro, and perform an Accessibility Check to identify and fix errors. For more tips see Boise State Accessibility: Create Accessible Documents.
3. Resolve in DubBot
Once you have confirmed the document passes all checks or has been replaced by web content, you must document your work in DubBot to clear the alert:
- Navigate to the page or issue in DubBot and select + New Task.
- Add a brief notation of your action and the date. Example: “Passed Grackle Check 02/19/26” or “Replaced PDF with web content 02/19/26.”
Questions or guidance?
If you have questions or need guidance deciding how to resolve your documents, please reach out to OITAccessibility@BoiseState.edu for assistance.