How to Archive Electronic Documents

About an Electronic Document Archive

Use the following instructions if your agency is using ADA Title II Exception 1: Archived web content. For more information, read about what qualifies under this exception. 

An “archives section” within your website is different from “archiving your website”. 

• Archives section: An archives section is a new page solely for the purpose of listing exempt inaccessible electronic documents. 

• Archived website: An archived website is a snapshot of your complete website prior to content evaluation. We recommend requesting a website archive prior to a content evaluation. 

Step 1: Identify electronic documents to archive.

Complete Steps 1 to 5 of How to Do a Content Evaluation.

• At the end of Step 5, you’ll have four buckets of content. 
• Electronic documents that you want to archive should be in the “Archive” bucket.

Important: Make sure the electronic documents you plan to archive are EXEMPT from ADA Title II.

• If an electronic document is exempt, archive it following the steps below.
• If an electronic document is not exempt, remediate it.

Documents that fall under Exception 2: Preexisting conventional electronic documents do not need to be archived and would only have to be remediated upon request.

Step 2: Plan an archive section of your website.

An archive section is a page that includes links to PDFs, documents and other electronic content that are exempt from ADA Title II, exception 1. The approach to a digital archive will be different for each agency, depending on the needs of your site’s audiences and the content included in the archive. 

Create one or more, specific archives for each type of document, rather than a single, broad archive for all types of documents. Balance how visitors will find archived content with the effort of setting up the archive(s). 

What files go in the archive?

Only include electronic documents that are exempt from ADA title II. Do not include remediated, accessible documents. Note that a constituent is still able to request an accessible version of any or all documents from your archive, and the agency will need to provide an accessible rendition to the constituent in a reasonable timeframe. 

What should I name the archive?

Choose a page name that lets visitors know what they will find. The page name must include the word “archive.”

Narrow archive(s)

Rather than “Archive” or “Document Archive”, use a name like “Meeting Notes Archive” or “Decisions Archive”.

Single, broad archive

If your agency has greater than 3 categories of exempt documents, name the page “Non-Remediated Document Archive”.

Where should I place the archive on my site?

Place the archive in a location best suited for the needs of your site’s audiences and the content they’ll find.

Narrow archive(s)

• If users must access archived content frequently, place the archive in your site’s header or within one of the main sections of your site. 
• If users access archived content infrequently, place the archive much lower in your site structure.
• Place the archive underneath the page with similar, remediated documents. For example: 
  • Remediated documents: Home / News & Events / Board Meetings 
  • Archive: Home / News & Events / Board Meetings / Meeting Notes Archive

Single, broad archive

• Place the “Non-Remediated Document Archive” directly under “About”.

Can I link to the archive?

Yes, this is encouraged. Link to the archive from sections of your site that have accessible documents. For example, link to the “Meeting Notes Archive” from the “Meeting Notes” page.

Can I have more than one archive?

Yes. Choose an approach that best addresses accessibility guidelines, how users browse your site, and the level of effort of creating the archive(s).

Step 3: Define a process to receive and respond to archive requests.

People can request an accessible version of any archived electronic document. Each agency must have a process for accepting requests for accessible versions of archived electronic documents. Agencies are responsible for remediating their content as requested. The steps below must be part of your process. 

1. Draft an “Archive Statement”

The Archive Statement explains how to request an accessible version of an electronic document and what people should expect from the process. This must be displayed at the top of all archive pages.

Archive Statement

“Consistent with the Americans with Disabilities Act (ADA) Title II final rule, individuals are entitled to request an accessible version of any electronic document presented on this website. Please contact [EMAIL ADDRESS] with the name of the document, the desired file type, and the accommodation needed. The requested file will be provided within a [REASONABLE TIMEFRAME]. It is possible that some requests may take longer due to the size, complexity, or the graphical nature of the respective document. For additional information, please contact [EMAIL ADDRESS] with any questions or concerns about this process.”

What is a reasonable timeframe?

Agencies should clearly define a reasonable timeframe for remediating an inaccessible document when a constituent requests it. Work with your attorney general to determine the reasonable timeframe. DoIT recommends no more than two weeks. Agencies should make their best effort to meet this timeframe and should communicate with requestors to ensure they know when to expect delivery. 

2. Receive requests

Maryland Digital Service recommends using an email address for visitors to request an accessible version of an electronic document. Alternatively, create an accessible web form for document requests. 

3. Respond to requests

• Create an accessible version of the requested electronic document within a reasonable amount of time.
• Send that version to the requestor.
• As a web best practice, remove the document from your archive, once remediated. 

Step 4: Build the new archive page(s)

Sites in Sharepoint

Work with your web team to build the new archive pages by April 24th, 2026.

• Create a new page for each archive and place the page in the appropriate location in your site’s menu.
• Place the archive statement at the top of each archive page.
• Link to each of the unremediated documents on the archive page. Organize the links with headings and subheadings as appropriate.
• Add a link to the archive pages as needed. For example, link to the “Meeting Notes Archive” from the “Meeting Notes” page.

During/After your Drupal migration

Once your site is in Drupal, your archive can be a simple page with headings or have dynamic search and filter features. Work with your migration team to set up this feature. 

Search and filter is not available in Sharepoint or Wordpress.

Step 5: Request assistance, if needed

If you have questions about how to build out your Archives section, email [email protected] and request “help with website accessibility archive.”

Examples

Simple archive page

This example shows a broad archive page using a simple layout. Features of this page include:

• Page title is “Non-Remediated Document Archive”
• Page is placed under “About”
• Archive statement appears at the top of the page
• Unremediated documents organized by headings

Archive page with search and filter

This example shows a narrow archive page using the search and filter layout. Search and filter is only available in Drupal. Features of this page include:

• Page title is specific to the type of documents included in the archive (“Meeting Notes Archive”)
• Page is placed under a page with remediated documents (“Board Meetings”)
• Archive statement appears at the top of the page
• Unremediated documents organized by search and filter