MDDS Guidelines and Steps

Begin with a ROT analysis. 

• Aim to delete/remove at least 80% of your redundant, outdated, and trivial electronic documents.
• Request a Content Workbook from MDDS for your agency sites. Email service.desk@maryland.gov for a content workbook.
• Keep documents that are legislatively required.
• Identify documents that don’t get much (or any) traffic and plan to remove (or archive) them.

Identify transactional PDFs.

• Transactional electronic documents are used by constituents to get a benefit or service, e.g., a form.
• These transactional documents are your highest priority to keep and remediate.

Identify which PDFs can be archived. 

• Some electronic documents are exempt from the new rules (to Exemptions).
• Work with your web team to plan for an archive page (instructions below).

Take the accessibility training in Workday. 

• Your Agency and team is responsible for making all PDFs accessible.
• Take MDoD’s Electronic Document training series in Workday.
  • If your Agency cannot access Workday Learning, email mdod.nva@maryland.gov to request documentation.
• Purchase Adobe Pro if needed.
  • Use Adobe Pro to fix your transactional PDFs first.

Schedule a consultation with DoIT Office of Accessibility (OOA). 

• If you need help creating a plan to remediate your PDFs, contact OOA by emailing the DoIT Intake, doit.intake@maryland.gov.

Create an archive section or area of your website.

• Work with the DoIT Web Services team (or your own web team) to create an archive area of your site.