Manage accessible documents and media through their lifecycle

Choose the format before authoring

Define the user task, audience, review date and document owner before preparing a file. Put information, instructions and short notices in HTML when the web page can serve the task well. Use a downloadable format when it adds a real benefit, such as an official record, a printable worksheet or a complex reference. Keep an editable source so the next revision does not begin with repairing an old export.

Prepare structure, headings, tables, link labels, image descriptions, language and reading order in the source application. For video and audio, plan captions, transcripts and descriptions for meaningful visual information before recording or publishing. The Content owner approves meaning and accuracy; the Reviewer checks structure and delivery.

See Word documents, PDFs, video and audio and document libraries for format-specific checks.

Review the final asset in its page context

Before publication, compare the final file or media with the source and intended page. Check title, language, content order, headings, labels, table relationships, links, captions or transcript, and download or playback behavior. Use keyboard and assistive-technology checks for interactive PDF fields or players. Manually inspect the final asset against its intended task, including when export or automated checks pass.

The reviewer confirms that the page label identifies the title, format and current revision. The content owner verifies that the file is current and that any required companion format is available. After upload, test the real public link and confirm it opens the intended version. If content is time-sensitive, record an expiration or review date so stale information can be removed or marked clearly.

Revise, archive and replace files

When the source changes, increment the revision, repeat relevant document and media checks, update the landing page and inspect direct links. For a replacement, confirm which version is current and whether older copies must be retained as records. Label archived files as superseded and avoid leaving several files that appear current. Preserve the prior version in the approved records location when retention rules require it; do not overwrite official records without the records owner’s direction.

If a source is lost or a complex file cannot be repaired safely, request specialist support. Provide the source candidate, published copy, findings, intended user task and needed date. If an accessible replacement is delayed, coordinate an interim route with the service owner and record the remaining barrier. Update the inventory with the current URL, owner, version and next review date.

Use a working record

Complete a record when the activity occurs, download it and retain it in the approved team location.

• Site, application and dependency inventory
• Document or media publication review
• Publishing and release acceptance