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.
- Is a document essential for legal, official, or compliance reasons? (e.g., documents required for accreditation, downloadable forms, signed reports, contracts)
Yes → Ensure accessibility and upload the document
No → Consider presenting the content as a webpage
- 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 →
- Is it essential to preserve the content layout/design when printing? (e.g., forms, worksheets)
Yes → Ensure accessibility and upload the document
No → Continue to the next question →
- Can the content be easily added to a new or existing HTML webpage?
Yes → Create a webpage instead (more accessible and responsive)
No → Continue to the next question →
- Does the document duplicate content already found on the website?
Yes → Avoid creating duplicate versions of content (reduces confusion and inconsistencies with other available content).
No → Continue to the next question →
- Is the document content frequently updated or maintained? (e.g. more than once a year)
Yes → Use an HTML webpage (easier to edit and maintain one version)
No → Continue to the next question →
- Is the document fully accessible? (e.g., tagged PDF, structured Word doc, alt text, readable by screen readers)
Yes → Upload the document
Not sure → Check 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:
- Accessibility Checkers
- Considerations for Creating PDFs
- Creating Acccessible Materials in Microsoft Office (CAMMO)
- Cascade Documentation: Uploading Documents to Cascade
If unsure about accessibility, default to creating HTML content, which is typically easier to make fully accessible. The following resources may be helpful: