PDF Curation: The R.C.N.J. Framework

To manage digital content effectively and meet the updated ADA Title II rule on digital accessibility, 麻豆传媒 follows the RCNJ framework (Remove, Conserve, New-format, Just Fix). This tool to help can help you decide what to keep and what to archive or remove. This framework is based on the industry-standard 4R Framework developed by Texas Tech University.

R
Remove
Delete content that no longer serves a purpose.STEP 1

C
Conserve
Archive qualifying historical records in a compliant area.STEP 2

N
New-Format
Rebuild with source file or convert to webpage.STEP 3

J
Just Fix
Remediate the PDF only when no other option is available.STEP 4

The PDF Decision Path

1. Is the content current and necessary?
Does it serve a business or academic need today?
鈫� No: Remove It | 鈫� Yes: Go to Step 2

2. Does it qualify for archiving?
Created before April 2026, never changing, used only for research?
鈫� Yes: Conserve (Archive) It | 鈫� No: Go to Step 3

3. Can it be rebuilt in a better format?
Do you have the Word file, or can it be a standard web page?
鈫� Yes: New-Format (Remake) | 鈫� No: Go to Step 4

4. Must it stay as a PDF?
Remediation is the last resort for essential documents that cannot be moved or rebuilt.
鈫� Just Fix: Remediate, fix tags, alt-text, and reading order.

1. Remove

The most efficient way to manage accessibility is to remove content that no longer serves a purpose. If a document is outdated or irrelevant to current College business, it should be deleted.

2. Conserve (Archive)

Under the DOJ Title II ruling, “archival content” is exempt from proactive remediation if it meets four specific criteria:

Timeline: Created/posted before April 24, 2026.
Purpose: Maintained exclusively for reference or record keeping.
Location: Stored in a dedicated section clearly identified as an “Archive.”
Static: The file must not be altered or updated after archiving.

Implementing a Compliant Archive

To maintain compliance, you must separate historical records from active content.

Create a Dedicated Folder: Use a specific path like /archive/ or /history/.
Relocate Files: Move relevant PDFs into the new folder.
Build an Index Page: Create a landing page (e.g., “Minutes Archive 2018鈥�2023”).
Add Accessibility Disclaimer: Include a visible link on every archive page offering assistance for users who cannot access historical data. E.g., “These documents are preserved for historical reference. If you need an accessible version of any file listed here, please contact [Your Department Email] for assistance.”

3. New-Format (Remake)

Before fixing a PDF, ask if it needs to be a PDF at all. We recommend two paths:

Use the Source File: Share the accessible Word document instead. Word files reflow better on mobile devices.
Convert to Web Page: Move the content directly into a WordPress page (HTML). It is natively accessible and searchable.

4. Just Fix

Remediation is the last resort. If a document must remain a PDF (e.g., a legal form), it must meet WCAG 2.1 AA standards, including:

Logical Tag Structure (Headings, Lists, Tables)
Alternative Text for all meaningful images
Logical Reading Order
Set Document Title and Language in Properties