Documents

Documents (PDFs, Word files, and PowerPoints) are one of the most common accessibility issues across School of Medicine websites. Every document on your site must meet accessibility standards before being uploaded. These documents must have specific structure, tags and labels to ensure they are readable by assistive technology. This page summarizes the key accessibility requirements. For full instructions on uploading and linking to documents, see the Documents section in the User Guide.

Why Accessible Documents Matter

• When documents aren’t created with accessibility in mind, large portions of your audience may not be able to open, read, or navigate them.
• Search engines cannot index inaccessible documents well, which reduces visibility and SEO.
• Accessible documents benefit everyone, especially users on mobile devices who rely on text that can reflow, resize, or be searched.

Use Web Pages Instead of Documents Whenever Possible

Web pages are:

• Easier to make accessible than documents
• Mobile-friendly
• Search-engine friendly
• Faster for users to read and navigate

If users are meant to read the information online, publish it as page content instead of relying on a downloadable file.

Key Requirements for Accessible Documents

1. Ensure All Documents Meet Accessibility Standards

Before uploading, confirm the document includes:

• Proper heading structure
• Real text (not scanned images of text)
• Readable fonts and sufficient color contrast
• Descriptive link text
• Alternative text for meaningful images
• Correct document language and reading order

Free Training From the DAO

UNC’s Digital Accessibility Office (DAO) offers free training to help you create accessible documents. Training options include live Zoom sessions and self-paced online courses that cover how to fix common accessibility issues in Word, PDF, PowerPoint, and Excel files.

Accessibility Checklists

The DAO also provides accessibility checklists to help you verify your documents meet UNC’s standards before uploading them to your site:

• Word Accessibility Checklist
• PDF Accessibility Checklist

2. Ensure the Document is Intended For Public Sharing

If you are not the document’s creator, review it carefully before uploading. We’ve seen cases where:

• CV files attached to faculty profiles included home addresses, phone numbers, and email addresses, leading to patients contacting faculty at home.
• Copyrighted journals were uploaded without proper permission.

If a document is not accessible, or appropriate for public posting, contact the content owner and request an updated, accessible version.

3. Use Clear, Descriptive File Names

• Rename files before uploading (e.g., annual-report-2025.pdf instead of final_version.pdf).

4. Use Meaningful Link Text

When linking to documents, make sure the link text is clear, descriptive, and meaningful. It should accurately describe the destination or purpose of the link — not just say “click here” or “read more.”

Link text must make sense when read out of context. This is especially important for users navigating with screen readers. Learn more about and view examples of meaningful link text.

If a Document Isn’t Accessible

If you discover that a document isn’t accessible and you’re not the creator:

• Contact the document’s owner (the person or department that provided it) and let them know accessibility remediation is required before it can be posted.
• Provide resources such as a link to the DAO’s training to help them make the file compliant.
• If an accessible version isn’t available, do not upload the document. Instead, link to an accessible web page with equivalent information or request assistance from the SOM IT Web Team.

Continue to the Full How-To

For detailed steps on uploading, linking, and managing documents, see the documentation:

• Documents
• How to Add Media Files
• Sharing Journals & Copyright Concerns

Related Resources