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Archival Solution

Background

Federal law requires all state agencies to have accessible websites, including digital documents. Any web content people use to apply for, gain access to, or take part in your services, programs, or activities must be accessible and meet WCAG 2.1(link is external) AA standards. This applies to all content, no matter when it was made. 

Exceptions exist for some documents

The federal Department of Justice created a narrow exception for certain materials, but only when all four criteria are met simultaneously. Think of these as a checklist—all four criteria must be met. Here they are:

The archive exception provides helpful and necessarily flexibility for government websites, but it's narrowly defined for good reason. Accessibility laws core principles remain unchanged: people with disabilities have a right to equal access to government information and services. When in doubt, making content accessible protects both your community members and your compliance position.

  1. Timeline and origin requirements: The content must have been created before April 26, 2026.
  2. Purpose limitation: The content can only be kept for reference, research, or recordkeeping purposes—not for active use or current information needs.
  3. Clear separation: The material must be housed in a designated archive section, clearly separated from current content.
  4. No modifications: Once archived, the content cannot be changed, updated, or edited in any way.

Creating an archive

We have a process for creating and maintaining an archive of non-compliant documents. We have training on each step of the process.

  1. Identify documents to archive.
    1. Does the document meet all four exception requirements?
    2. Do you really need it? Is there a legal requirement to keep it online? Does it serve a reference purpose?
  2. Establish an archive library and page on your website. The library can only contain archived documents and must have the word archive in its name. You can include a view of the library on any page but the page has to include the following information.
    1. Explicitly title the page or section and use a heading indicating that the content is archived.
    2. Provide information / instructions on the page to explain what the content is.
    3. Provide a contact to request an alternative, accessible version of any document.
View an example of a full archive page here.

Basic Guidance

You can either create a new library from the template (recommended) or repurpose an existing library on your site. Repurposing a library should only be used if all the documents currently in that library are archival. 

You may add as many columns as you would like to help you sort and maintain your archive, but do not remove any of the default required columns. 

Archive libraries created from the template will come with an archival log file. If you are repurposing an existing library you will need to download a copy of the blank log and upload it to your archive library. 

Required Columns in the Template

  • Archival Date: The date the document was first added to the archive.
  • Created Date: The date the file was first added to the site (prior to archival). 
    • Note: If repurposing an existing library you can skip this one and use the "Created" column that is already in place.
  • Retention Review Date: The date you and the owner have agreed to re-evaluate for continued archival or removal.
  • Owner: The team or unit responsible for this file (use organizational structure rather than individual names).
  • Archival Log?: This yes/no field should be set to default of "No". You will only toggle it to "Yes" for the archival-log file. This allows for filtering out the log file from custom views. 

Optional Columns in the Template

  • Description: For a more detailed description of the file to be displayed on the page. (see stormwater archive example above)
  • Keywords: Optional column to support filtered views.
  • Comments: Use for recording details of reviews and outcomes. (You may choose to record this information in your log file instead.)
Repairing Links
All links must be repaired whether you used the template or repurposed a library. Part of the DOJ ruling requires that archived material be marked clearly on the page. There are 3 main ways you can accomplish this. The following methods can all be accomplished either through content on the page or content in accordions and data tables. 

1: Linking to a pre-searched URL (Recommended)
If you are using a full page archive, you can turn on "Search Enabled" in the web part settings. From there, you can search for a specific file. When you do so, you will get a unique URL that will go to that page but with search already filtered to that file. You can then use that link to replace the old link. Because clicking on the link brings them to the archive page rather than directly to the document, there is clear labeling that marks the file as archived. 

2: Remove the existing link, add link to archive or direction. 
Example:  Random Manual for Things (Archived)
Example:  Random Manual for Things (See Archive section at the bottom of this page.)

3: Remove the text of the link entirely and give guidance.
Example:   For older reference materials please see visit our Archived Documents page. 

It is important to note that if you repurpose an existing library your file links will not break, however they will still need to be remediated using one of these options. You cannot simply leave them as is, because they must be marked as archived where the user accesses them. 

Archive Page vs. Archive Web-Part

If creating a full page dedicated to archived documents, you would use a Data Table web part and utilize the "Full Archive" view from the template. Including the "search" function in the web part settings will allow for you to create unique URLs that link directly to the pre-searched archive page. You will need to include the word "Archive" in the page title or in a header above the web part. 

View an example of a full archive page here.

If including a filtered view of the archives on a specific page you would add it via a Data Table webpart. Utilize the "Keywords" column to create filtered views related to specific programs or topics. Files can show up under multiple filtered views as needed. Using a filtered view will not remove the file from the "Full Archive" view. You can have both a full archive page, as well as filtered views on specific pages. You must utilize a header above the web part that contains the word "Archive". Here are two examples of what that would look like: 

Stormwater Program Archive

The documents listed on below are older materials for reference use only. These files do not comply with federal accessibility standards. If you need an accessible copy of any of these documents, please contact us at randomemail@odot.oregon.gov 

OTCDC Meetings Archive

The meeting records listed on below are older materials for reference use only. These files may not comply with federal accessibility standards. If you need an accessible copy of any of these records, please contact us at randomemail@odot.oregon.gov







Training Modules 

Guided Training Modules

If creating a new library:

Create a new library from template

If re-purposing an existing library:

Re-name an existing library.

  1. Add required columns.
  2. Adjust settings and setup.
  3. Update meta-data.

Training relevant to both methods:

  1. Move documents into your new archive.
  2. Update the archival log file.
  3. Create custom views of the archive.
  4. Create an archive page.
  5. Create an archive web-part on an existing page.
  6. Creating pre-searched URL and repairing links.