SCU Web Team

Colleagues,

We have several updates to share with you. Below is a quick overview of what is included in this message:

1. Clean up and remediate PDFs
2. Change to the Image Gallery content type
3. New Save as PDF content type 
4. New Backup Explorer
5. How to take the first step
6. How to get support 
7. List of helpful resources

Clean Up and Remediate PDFs

There are 19,800 PDFs stored in T4, and 5,936 are currently published. This means more than 12,000 PDFs are unpublished or unlinked. 

Please take some time to delete unused PDFs from T4 using the Compliance Assistant tool. 

Once unnecessary files are removed, the next step is to remediate your high-risk PDFs.

To remediate a PDF:

• Locate the original source file (Word, Google Doc, or Adobe InDesign file).
• For shorter or simpler documents, consider publishing the content as a web page instead.
• Follow these steps to create accessible Microsoft Word documents.
• Use the Grackle extension inside of Google Docs to scan and fix issues before re-exporting the PDF. 
• Link directly to an accessible Google Doc if the content is intended only for internal SCU audiences. This eliminates the need to export a PDF.
• If the original file cannot be found, use Adobe Acrobat Pro’s accessibility checker to review and repair an existing PDF.
• If the document requires advanced remediation, submit a Zendesk ticket and request assistance using the CommonLook tool, or work with our external remediation vendor, Allyant.
• For more guidance, including how to handle inaccessible PDFs received from third parties, please read our guidance on When (Not) to Use PDFs.

Thank you for helping ensure our documents are accessible for people with disabilities and those who use assistive technologies, while also making our content more usable for everyone.

Change to the Image Gallery content type

We recently implemented a limit of 20 images per Image Gallery. If you have more than 20 images in a gallery, only the first 20 images will display on the page.

If your gallery currently includes more than 20 images, we recommend reviewing and reducing the number of images to ensure the intended set appears on the page.

New Save as PDF content type 

A convenient way to convert your webpage into a PDF for saving or printing. 

This content type is for text-based resources that users may need to save or print, such as policies or governance documents, handbooks, procedural guides, or reference materials.  A printable version may be useful while the webpage remains the primary, accessible source of information.

By maintaining the webpage as the source of truth and generating the PDF from that content, teams can reduce duplicated work of maintaining content in two places—both as a webpage and PDF—while still meeting any printing or archiving needs.

Please read our support documentation on the Save as PDF content type, preview how it works, and submit any feedback to us on how we can improve this content type. 

New Backup Explorer

We’ve launched a new Backup Explorer tool that allows you to browse historical backups of the scu.edu website. These backups are static snapshots of the published site taken at regular intervals, which can help you recover files or content if something is accidentally deleted or overwritten.

Backups are retained on a rotating schedule—two per day for recent history, then daily and weekly as they age, eventually preserving two snapshots per year for long-term reference. Please note that these backups contain the published HTML files, not the original T4 pages.

You can explore available backups as well as view what’s in the www-archive on the new Backup Explorer tool. 

Take the first step

Now that you know we have plenty of backups, don’t be afraid to log in to the T4 Compliance Assistant Tool, and complete step one—clean up your site by archiving and deleting pages, emails, and other content you no longer need. This first step requires some judgment about whether the content is still necessary, so it’s something only those familiar with their content and services can do. 

Once you’ve removed or archived what’s no longer needed, you’ll have a clearer sense of the remaining scope and what additional support you’ll need and we’re happy to help you!

We’re here to support you

• Within the Accessibility Compliance Assistant, you can easily escalate individual accessibility issues directly to our team, who will jump in to help you fix them.
• Attend an in-person WCAG 2.1 Accessibility Compliance Open Lab; members from Technology Training and UMC will be available to assist you in person. 
• Need 1-on-1 support? Book a virtual meeting with one of us. 
• Visit the Web Accessibility Compliance site for more 

Helpful resources

• T4 Compliance Assistant Tool
• WCAG 2.1 Accessibility Compliance Lab dates & times
• Recent communications in case you missed them
• Register for one-on-one support
• Accessible Word Documents documentation
• Accessible Google Docs with Grackle documentation
• Accessibility Tips for Canva
• Convert Files into Alternative Formats

Find more campus resources to make content accessible on the Accessibility website

Thank you,

Marc Ramos and Teri Escobar-Ochoa, Technology Training
Tony Pehanich and Ximing Feng, Web Development
Christina Olivas, Jacob Lin, Toni-Lee Maitland, Monica Bosque and Nancy Lewis, UMC

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