{"id":663,"date":"2025-08-21T09:19:30","date_gmt":"2025-08-21T14:19:30","guid":{"rendered":"https:\/\/uwm.edu\/digital-accessibility\/?post_type=documentation_guides&#038;p=663"},"modified":"2025-09-12T14:15:38","modified_gmt":"2025-09-12T19:15:38","slug":"preexisting-conventional-electronic-documents-guidance","status":"publish","type":"documentation_guides","link":"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/preexisting-conventional-electronic-documents-guidance\/","title":{"rendered":"Preexisting Conventional Electronic Documents"},"content":{"rendered":"\n<div class=\"uwm-l-row\">\n<div class=\"uwm-l-col\">\n<div class=\"uwm-p-notice uwm-p-notice--info\"><i class=\"fa-solid fa-circle-info fa-fw\"><\/i><div class=\"uwm-p-notice--content\"><div class=\"uwm-p-notice--message\">Some older documents are not required to be digitally accessible. This guidance will help you determine if your older documents must be made digitally accessible or not.<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-yoast-seo-table-of-contents yoast-table-of-contents\"><h2>Table of Contents<\/h2><ul><li><a href=\"#h-definition\" data-level=\"2\">Definition<\/a><\/li><li><a href=\"#h-am-i-required-to-make-my-documents-accessible\" data-level=\"2\">Am I required to make my documents accessible?<\/a><ul><li><a href=\"#h-criteria\" data-level=\"3\">Criteria<\/a><\/li><li><a href=\"#h-result\" data-level=\"3\">Result<\/a><\/li><\/ul><\/li><li><a href=\"#h-examples\" data-level=\"2\">Examples<\/a><\/li><li><a href=\"#h-related-guidance\" data-level=\"2\">Related Guidance<\/a><\/li><li><a href=\"#h-how-to-make-electronic-documents-accessible\" data-level=\"2\">How to Make Electronic Documents Accessible<\/a><\/li><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-definition\">Definition<\/h2>\n\n\n\n<p>A pre-existing conventional electronic document is a digital file (like a Word document, PDF or spreadsheet) that was created before 51ÁÔÆæ&#8217;s digital accessibility compliance deadline and that may need special handling for archiving or achieving digital accessibility compliance.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-am-i-required-to-make-my-documents-accessible\">Am I required to make my documents accessible?<\/h2>\n\n\n\n<p>If content meets all three of the following criteria, it is a \u201cpreexisting conventional electronic document\u201d and <strong>not <\/strong>required to comply with WCAG 2.1 AA.<\/p>\n\n\n\n<div style=\"height:30px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<div class=\"uwm-p-card uwm-p-card--gold uwm-u-mb-40 uwm-p-card--shadow\"><div class=\"uwm-p-card--body\"><div class=\"uwm-p-card--content\">\n<figure><img loading=\"lazy\" decoding=\"async\" width=\"1707\" height=\"1137\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents.png\" alt=\"A flowchart diagram about document accessibility requirements. The flowchart starts with a box at the top asking 'Am I required to make my documents accessible?' An arrow labeled 'If' points downward to three boxes connected by 'And' arrows from left to right. The first box states 'It is a word processing, presentation, PDF, or spreadsheet file.' The second box states 'It was made available online before April 24, 2026.' The third box states 'It is not currently used to apply for, participate in, or access a service, program, or activity.' From the third box, an arrow points down to the word 'Then' which leads to a final box at the bottom stating 'Your document is not required to be accessible.' \" class=\"wp-image-948\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents.png 1707w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-300x200.png 300w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-1024x682.png 1024w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-768x512.png 768w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-1536x1023.png 1536w\" sizes=\"auto, (max-width: 1707px) 100vw, 1707px\" \/><\/figure>\n\n\n\n<p class=\"has-text-align-center\"><a aria-haspopup=\"dialog\" aria-controls=\"uwm-modal-w2rmgr\" data-modal-content-id=\"uwm-modal-w2rmgr\" data-modal-prefix-class=\"uwm-p\" data-modal-close-text=\"Close\" data-modal-close-title=\"Close\" class=\"uwm-p-modal--launch\">Open larger image<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading size-h4 uwm-u-mb-0 uwm-u-mt-30\" id=\"h-criteria\">Criteria<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li>It is a PDF, word processor, presentation or spreadsheet file; <strong>and<\/strong>&nbsp;<\/li>\n\n\n\n<li>It was made available online before April 24, 2026; <strong>and<\/strong>&nbsp;<\/li>\n\n\n\n<li>It is <strong>not<\/strong> currently used to apply for, gain access to, or participate in the UW services, programs or activities&nbsp;<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading size-h4 uwm-u-mb-0\" id=\"h-result\">Result<\/h3>\n\n\n\n<p class=\"uwm-u-mt-10 default\">If all three of the conditions are true, then your content is not required to be accessible.<\/p>\n\n\n\n<p><em><strong>Note:<\/strong> You may still have to provide documents in an accessible format if an individual requests it. See the <a href=\"https:\/\/www.federalregister.gov\/d\/2024-07758\/p-34\" target=\"_blank\" rel=\"noreferrer noopener\">DOJ rule on digital accessibility, paragraph 34<\/a>.<\/em><\/p>\n<\/div><\/div><\/div>\n\n\n\n<div id=\"uwm-modal-w2rmgr\" class=\"hidden\">\n<figure><img loading=\"lazy\" decoding=\"async\" width=\"1707\" height=\"1137\" src=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents.png\" alt=\"A flowchart diagram about document accessibility requirements. The flowchart starts with a box at the top asking 'Am I required to make my documents accessible?' An arrow labeled 'If' points downward to three boxes connected by 'And' arrows from left to right. The first box states 'It is a word processing, presentation, PDF, or spreadsheet file.' The second box states 'It was made available online before April 24, 2026.' The third box states 'It is not currently used to apply for, participate in, or access a service, program, or activity.' From the third box, an arrow points down to the word 'Then' which leads to a final box at the bottom stating 'Your document is not required to be accessible.'\" class=\"wp-image-948\" srcset=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents.png 1707w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-300x200.png 300w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-1024x682.png 1024w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-768x512.png 768w, https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents-1536x1023.png 1536w\" sizes=\"auto, (max-width: 1707px) 100vw, 1707px\" \/><\/figure>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-examples\">Examples<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>An event flyer posted as a Word document on a 51ÁÔÆæ website in 2024 <strong>is not required<\/strong> to be accessible<\/li>\n\n\n\n<li>A PowerPoint presentation posted on a 51ÁÔÆæ website in 2027 <strong>must be accessible<\/strong><\/li>\n\n\n\n<li>A PDF form that was created in 2024, but must be filled out by students to participate in a current program<strong> must be accessible<\/strong><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-related-guidance\">Related Guidance<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/archiving\/\">Archiving<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/individualized-conventional-electronic-documents-guidance\/\">Individualized Conventional Electronic Documents<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-make-electronic-documents-accessible\">How to Make Electronic Documents Accessible<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/providing-digitally-accessible-documents\/\">Creating Digitally Accessible Documents<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/presentations\/\">Creating Digitally Accessible&nbsp;Presentations<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"uwm-l-col uwm-l-col--4 uwm-l-offset--1\"><div class=\"content_block\" id=\"custom_post_widget-1095\"><nav aria-label=\"Sidebar\" class=\"uwm-p-navigation-list uwm-p-navigation-list--gold-border \"><div class=\"uwm-p-navigation-list--title\"><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/\">Documents &amp; PDFs<\/a><\/div><ul><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/providing-digitally-accessible-documents\/\">Creating Digitally Accessible Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/presentations\/\">Creating Digitally Accessible\u00a0Presentations<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-microsoft-office-for-accessibility\/\">Checking Microsoft Office Documents for Accessibility<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-microsoft-word\/\">PDFs from Microsoft Word<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/pdfs-from-powerpoint\/\">PDFs from PowerPoint<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/checking-pdfs-for-accessibility\/\">Checking PDFs for Accessibility<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/tagged-pdfs\/\">Tagging PDFs<\/a><\/li><li><a class=\"current\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/preexisting-conventional-electronic-documents-guidance\/\"><span aria-current=\"page\">Preexisting Conventional Electronic Documents<\/span><\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/individualized-conventional-electronic-documents-guidance\/\">Individualized Conventional Electronic Documents<\/a><\/li><li><a href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/publishing-pdfs-for-downloading-printing-only-digital-accessibility-requirements\/\">Publishing PDFs for Downloading &#038; Printing Only<\/a><\/li><\/ul><\/nav><\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":11,"featured_media":0,"parent":653,"menu_order":8,"template":"","meta":{"footnotes":"","uwm_wg_additional_authors":[]},"tags":[],"documentation_guides_category":[],"class_list":["post-663","documentation_guides","type-documentation_guides","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.3 (Yoast SEO v27.3) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Preexisting Conventional Electronic Documents - 51ÁÔÆæ Digital Accessibility<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/preexisting-conventional-electronic-documents-guidance\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Preexisting Conventional Electronic Documents\" \/>\n<meta property=\"og:url\" content=\"https:\/\/uwm.edu\/digital-accessibility\/documentation-guides\/documents\/preexisting-conventional-electronic-documents-guidance\/\" \/>\n<meta property=\"og:site_name\" content=\"51ÁÔÆæ Digital Accessibility\" \/>\n<meta property=\"article:modified_time\" content=\"2025-09-12T19:15:38+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/uwm.edu\/digital-accessibility\/wp-content\/uploads\/sites\/706\/2025\/08\/preexisting-electronic-documents.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1707\" \/>\n\t<meta property=\"og:image:height\" content=\"1137\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"2 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/\",\"url\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/\",\"name\":\"Preexisting Conventional Electronic Documents - 51ÁÔÆæ Digital Accessibility\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/#primaryimage\"},\"image\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/wp-content\\\/uploads\\\/sites\\\/706\\\/2025\\\/08\\\/preexisting-electronic-documents.png\",\"datePublished\":\"2025-08-21T14:19:30+00:00\",\"dateModified\":\"2025-09-12T19:15:38+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/\"]}],\"accessibilityFeature\":[\"tableOfContents\"]},{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/documentation-guides\\\/documents\\\/preexisting-conventional-electronic-documents-guidance\\\/#primaryimage\",\"url\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/wp-content\\\/uploads\\\/sites\\\/706\\\/2025\\\/08\\\/preexisting-electronic-documents.png\",\"contentUrl\":\"https:\\\/\\\/uwm.edu\\\/digital-accessibility\\\/wp-content\\\/uploads\\\/sites\\\/706\\\/2025\\\/08\\\/preexisting-electronic-documents.png\",\"width\":1707,\"height\":1137,\"caption\":\"A flowchart diagram about document accessibility requirements. The flowchart starts with a box at the top asking 'Am I required to make my documents accessible?' An arrow labeled 'If' points downward to three boxes connected by 'And' arrows from left to right. The first box states 'It is a word processing, presentation, PDF, or spreadsheet file.' The second box states 'It was made available online before April 24, 2026.' The third box states 'It is not currently used to apply for, participate in, or access a service, program, or activity.' 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