In most cases, content must be published as a webpage. Downloadable documents—such as PDFs, Word files, and PowerPoint presentations—are discouraged for public-facing websites and must meet clear purpose and accessibility criteria.
Requirements for Downloadable Documents
Content may be provided as a downloadable document if it meets one of the following purpose requirements:
- It is a form that must be printed and submitted with a physical signature.
- It is an official report or policy document that requires fixed formatting for compliance, archival, or formal distribution.
Content that can be published as a webpage must not be provided solely as a downloadable file.
All downloadable files must meet WCAG 2.1 AA accessibility standards.
Limitations of Document-Based Content
Downloadable documents introduce several issues that negatively impact user experience, accessibility, and website performance:
- Not accessible to assistive technologies: Documents that are not properly formatted cannot be read by screen readers or other assistive tools.
- Disruptive to read: Files interrupt browsing flow and require users to open and navigate them outside the website.
- Dependent on additional software: Downloadable documents often require separate applications (such as Adobe Reader or Microsoft Word), which may not be available or functional on all devices.
- Not mobile-friendly: Downloadable documents do not resize automatically and often require zooming or scrolling.
- Obscured from analytics: User interactions with documents—especially when accessed directly from search engines—are not consistently captured in site analytics.
- Lower search visibility: Search engines prioritize webpage content, making downloadable files less visible in search results.
Related Regulations and Policies
Federal and Accessibility Standards
Section 508 – Accessible Documents Guidance
WCAG 2.1 AA – Web Content Accessibility Guidelines (W3C Quick Reference)Commonwealth of Virginia Regulations
Virginia IT Accessibility and Website Standards (VITA)
VITA Application Domain Report – includes document accessibility requirements (PDF)University Policies
1301 – Responsible Use of Computing
1203 – Non‑Discrimination and Reasonable Accommodation on the Basis of Disability
1114 – Data Stewardship Policy