Manage Documents

The UCM Web Team manages the document upload and document deletion process in Drupal. You must submit the Document Management form found within the UCM Request Form for all actions related to documents used in Drupal for ohio.edu websites. 

Use the form to:

• Get a Recommendation: A web team member can review your document and offer the best solution.
• Make File Into Webpage: Our team will build a webpage (which is accessible) so that the document does not need to be posted on the website.
• Get PDF Remediation Quote: We can request a remediation quote so that your department can budget accordingly.
• PDF Remediation: Our team will coordinate the remediation request with the vendor.
• Upload File: Before uploading, the document must be remediated or have an exception granted.
• Delete File: Remove unused documents from Drupal.

Best Practices for Web Documents

Whenever possible, information should be presented as a web page rather than a linked document, to ensure that it is digitally accessible to the widest audience. Per the Website CMS User Policy, documents linked from ohio.edu must comply with Document Accessibility Guidelines. Each document should be carefully reviewed before posting on a website. Ask yourself these questions:

• Who is the audience and how will it be used?
• Make sure the content is not duplicated somewhere else on OHIO websites. If the document is "owned" by another department, link directly to their webpage.
• Does it really need to be on the website, or is there a better method of distribution?
  • Is it internal and could be accessed through a department shared drive?
  • Is it a print piece that should be handed out in person?

Why Documents Are Hard to Use on the Web

Reading a PDF on your phone? Frustrating, right? Traditional documents like PDFs aren’t built for the web. They’re hard to navigate, slow to load, and inaccessible to many users. Here are a few reasons why documents don't work well online:

• Not Mobile-Friendly: Requires too much zooming and scrolling.
• Accessibility Issues: Hard for screen readers to interpret.
• Slow Load Times: Large files delay content delivery.
• Outdated: Documents are harder to update than webpages.
• Lack of Printer Access: When PDF documents are used to facilitate business processes it requires the end user to have access to a printer and the ability to physically return forms.

Understanding how your audience views content helps create better experiences. Webpages are mobile-friendly, easy to update, accessible, and improve searchability. Documents often hinder usability on the web. Focus on your audience's needs to enhance accessibility and user experience.

Common Recommendations