When preparing documents for publication, attention to file naming and document metadata is important for accessibility and usability. According to guidance from UC Agriculture and Natural Resources, using clear, descriptive file names helps screen reader users who often rely on document titles rather than filenames to navigate. This practice also improves searchability and version control.
The organization recommends setting the document title in PDF properties and avoiding vague or confusing file names such as “Final_v3_REALLYFINAL.pdf.” Instead, a name like “UCANR_Travel_Policy_2026.pdf” provides clarity about the content.
Accessibility checkers are useful tools for identifying many potential barriers in digital files. However, they are not comprehensive. Users are encouraged to run built-in accessibility checkers available in programs like Word, Acrobat, or Siteimprove but also to review flagged issues manually. It is suggested that users ask themselves whether information can be understood without seeing it.
“Passing a checker does not guarantee accessibility,” the organization reminds its staff.
Additional resources for creating accessible file names can be found at Microsoft’s website (https://support.microsoft.com/en-us/office/create-accessible-file-names-and-paths-c12a1c57-8b40-4d25-86d7-809fae222a29), while guidance on adding plain alternative text is available from the University of Minnesota (https://accessibility.umn.edu/documentation/add-alt-text).
Information on checking website accessibility with Siteimprove is provided by UCOP (https://www.ucop.edu/uc-it-blog/post/checking-website-accessibility-with-siteimprove.html). The University of Minnesota ODA offers advice on using accessibility checkers (https://accessibility.umn.edu/documentation/use-accessibility-checkers), and further details about web code testing can be found at Siteimprove’s resources (https://siteimprove.com/accessibility/accessibility-code-checker/, https://siteimprove.com/accessibility/website-accessibility-testing/).