When creating digital content, consider the many benefits of creating content on a webpage (HTML) versus linking to a document (e.g., Word, PDF, PowerPoint).

Benefits of creating HTML web content over a document:

  • Easier to make accessible
  • Easier to update and maintain
  • Mobile-friendly
  • Version control
  • Retains website navigation and context
  • Search engine friendly

Help me decide: Should I upload a document?

On the web, not all content belongs in a downloadable document. The following decision tree can help you decide when it's appropriate to upload a document (PDF, Word doc, or other file)—and when it’s better to publish the content as an accessible HTML webpage.

Using this Decision-Making Guide: Proceed through these questions sequentially, beginning with #1.

  1. Is a document essential for legal, official, or compliance reasons? (e.g., documents required for accreditation, downloadable forms, signed reports, contracts)

YesEnsure accessibility and upload the document

No → Consider presenting the content as a webpage

  1. Is the content primarily text content?

Yes → Consider adding the content to a webpage → Continue to the next question →

No → Continue to the next question →

  1. Is it essential to preserve the content layout/design when printing? (e.g., forms, worksheets)

YesEnsure accessibility and upload the document

No → Continue to the next question →

  1. Can the content be easily added to a new or existing HTML webpage?

YesCreate a webpage instead (more accessible and responsive)

No → Continue to the next question →

  1. Does the document duplicate content already found on the website?

YesAvoid creating duplicate versions of content (reduces confusion and inconsistencies with other available content).

No → Continue to the next question →

  1. Is the document content frequently updated or maintained? (e.g. more than once a year)

YesUse an HTML webpage (easier to edit and maintain one version)

No → Continue to the next question →

  1. Is the document fully accessible? (e.g., tagged PDF, structured Word doc, alt text, readable by screen readers)

YesUpload the document

Not sureCheck your document for accessibility.

No → ⚠️ Fix accessibility issues before uploading
If remediation is not possible, consider providing the content as HTML.

Final Decision:

If the answers above lead to “upload the document,” ensure the documents meets accessibility standards before uploading (tagged, structured, alt text, language set, etc.). The following resources may be helpful:

If unsure about accessibility, default to creating HTML content, which is typically easier to make fully accessible. The following resources may be helpful:

 

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