Drupal PDF Accessibility Review (D-PAR)

Monthly Report

A comprehensive html report and Individual site Drupal PDF Scans are available in Box. For more information, please refer to the "Understanding the Report" section on the ATI website.

To get the monthly report sent to you each month fill out this form: D-PAR Project Form

Removing PDFs

In some cases, it may be more practical to remove or replace a PDF rather than remediate it. 

Outdated Content: Old event flyers, meeting minutes, historical newsletters, obsolete academic materials
Broken Links: If the PDF link is broken or the document no longer exists, update or remove the link from your site to improve user experience.

Deleting Files from Drupal 

After removing or moving a file from Drupal into Box, delete the file from Drupal. 

1. Hover over "Content" and click on "Files"

2. Find the file you'd like to remove and click on the "Delete" button on the right hand side

3. Confirm that you would like to delete the file on the next page

Archive Criteria

A PDF can be archived if all four conditions are met:

1. It was created before the April 24, 2026 compliance deadline, and
2. It is retained solely for reference, research, or record-keeping, and
3. It has not been modified or updated since being archived, and
4. It is clearly marked as archived, please see below for guidelines.

All PDFs created after April 2026 must be accessible and archived content must made accessible upon request. Archived documents must remain inactive and should not appear in current navigation, homepage links, or service pages. Check out the D-PAR PDF Decision Checklists for more information.

How to Archive

1. Clearly label archived PDFs. This can being an “Archive” section at the bottom of the webpage page or full Archive Page on your website. Archived content must display the following notice on your website:

Archived Content: This content is no longer maintained and may not meet current accessibility standards (WCAG 2.1 AA). It has been archived in accordance with the Archived Web Content exception defined in ADA Title II, 28 C.F.R. § 35.104. To request an accessible version or an equally effective alternative format, please email service@sfsu.edu.

2. Create an Archived Folder in Box, check out the Web Accessibility Guide.

3. Move PDFs into your archive and delete the PDF from Drupal.

Reminders and Best Practices:

• Rename PDFs to end with “Archive” e.g. Flyer2017-Archive.pdf
• Archived content should be at the bottom of the page or lowest possible hierarchy of the content
• After April 2026, only accessible PDFs may be uploaded to SFSU websites
• PDFs in archives must be made accessible upon request
• Archive Box Folder examples can be found at the bottom of this page

When to Remediate

PDFs hosted on a public-facing SF State website must be remediated to meet WCAG 2.1 AA accessibility standards under ADA Title II or Section 508. For more details on remediation, please see the D-PAR PDF Decision Checklists.

Alternative Formats

Consider using alternative formats such as a Word File or HTML page. For forms consider Microsoft Form, Drupal forms or Qualtrics.

How to Remediate a PDF

Equidox

SFSU ATI is providing user accounts to the PDF remediation program, Equidox. To request an account for Equidox, email access@sfsu.edu. 

Please watch the SFSU Equidox Training Recording. To learn more about Equidox and how to use it, please watch the Equidox Training Videos. 

One-on-one training is available upon request. If you need assistance, our accessibility team is here to help you get started and answer any questions. For more information or support, reach out to access@sfsu.edu.

Basic Web Accessibility

Take advantage of online tutorials and resources to improve your understanding and skills in web accessibility. WebAIM (Web Accessibility in Mind) provides excellent guides and tips. For more accessibility features please see the D-PAR PDF Decision Checklists website.

Checking for Accessibility

After remediating your PDFs, you can email ATI at access@sfsu.edu to have us scan your website individually or wait for the next monthly report. If you would like to check the accessibility of your documents yourself, PAC (PDF Accessibility Checker) can be used to validate the compliance of your documents with PDF/UA standards.

Replacing the PDF in Drupal

Once your PDFs are remediated:

• Upload them back to your website
• Remove the link to the old version
• Delete the file from the Drupal Page

How does this relate to the OHO Website Content Redesign Project?

This project is separate from the OHO project. OHO aims to launch Summer 2026 and the D-PAR deadline is in April 2026.