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Frequently Asked Questions
Common questions about the Digital Asset Inventory & Archive Management Module, organized by topic.
The Digital Asset Inventory module is a content governance and asset management tool and is not an accessibility remediation system. Use of this module does not make digital content accessible, does not remediate accessibility issues, and does not bring files, media, or web pages into compliance with WCAG 2.1 AA. The module supports accessibility compliance efforts by helping identify unused assets, manage content lifecycle decisions, and apply consistent archiving practices with appropriate disclosure and access pathways. Responsibility for accessibility testing, remediation, and compliance with applicable accessibility standards remains with content owners and site administrators.
General Questions
- What is the Digital Asset Inventory?
- What Drupal versions are supported?
- Why does my site need this?
- What types of files are tracked?
- I can't access the inventory or archive pages. Why?
- What tools can I use to check accessibility?
- Does the Digital Asset Inventory work in a multisite setup?
- Why does it need to be enabled on each site?
- Does sharing code or file storage change how it works?
Scanning Questions
- How often should I run a scan?
- Why does scanning take so long?
- A file is missing from the inventory. Why?
- What's the difference between Upload, Media, Server, and External?
- Can I delete a digital asset from the inventory?
- Why is a file marked "In Use" when I can't find it on the site?
- If I replace a file in the Media Library, does the inventory update automatically?
- How do I handle files that don't need tracking (like theme assets)?
- What happens to the inventory if I restore a backup?
- Does the Digital Asset Inventory track inline SVG images?
- Which SVG images are tracked by the inventory?
- Why aren't inline SVGs included?
- Do inline SVGs still need to meet accessibility requirements?
- When should I upload an SVG instead of embedding it inline?
- Does the inventory track YouTube videos added via Media Library?
- Why does file size show a dash for some assets?
- What do the additional columns mean for video and audio assets?
- Can I search for external assets by URL in the inventory?
- What HTML tags does the scanner detect for file usage?
- Why did some orphan references disappear?
Scan Troubleshooting
- The scan says "A scan is currently in progress." What does that mean?
- I started a scan and navigated away. Did I break anything?
- The scan seems stuck. What should I do?
- Why does my browser warn about "repeating an action" when I refresh?
- Will running a scan affect my website visitors?
- Why do large sites take longer to scan?
- Why did my Digital Asset Scan fail?
Deletion & Orphan References
- What does "Active Usage" mean?
- Why can't I delete an asset?
- Why can't I delete an external asset?
- What are orphan references?
- If an asset has orphan references, can I still delete it?
- Will deleting an asset with orphan references break anything?
- Why does the system show orphan references at all?
- What happens to orphan references after deletion?
- What about automatically created thumbnails?
Archive Policy Questions
- What is a Legacy Archive under ADA Title II?
- What is a General Archive?
- Does "old" automatically mean "archived"?
- Can I move non-compliant PDFs into an "Archive" folder to avoid fixing them?
- If I fix a typo in an archived document, do I have to make it accessible?
- What happens if someone with a disability requests access to an archived document?
- Does the archive interface itself need to be WCAG compliant?
- What is "zombie content" and why is it a problem?
- Is a file behind a login exempt from accessibility requirements?
Archive Questions
- What's the difference between Legacy and General Archive?
- Why can't I archive this file?
- Can I perform bulk archive actions?
- Can I export the inventory or archive to CSV?
- How do I archive external content like YouTube or Google Docs?
- Why doesn't the archived page banner mention external resources?
- What happens to archived external resources if I disable Manual Archive Entries?
- Can I archive an external resource if Manual Archive Entries is disabled?
- Does archiving a file reduce my website's storage usage?
- What happens if I edit archived content?
- What happens when an archived file is modified?
- What happens when an archived page is edited?
- Can I re-archive a file after it's been removed or voided?
- Can I re-archive a manual entry after it's been removed or voided?
- Why is my archive showing warning flags?
- What does "Exemption Void" mean?
- What happens if an archived file gets linked in content again?
- What should I do if a file is owned by a department that no longer exists?
- How does archive link routing work?
- Why do archived links show "(Archived)" after the text?
Public Registry Questions
- Who can see the public archive registry?
- How do I remove something from the public registry?
- What if someone needs an accessible version?
Internal Notes Questions
- What are internal notes for?
- Who can see internal notes?
- How do I add a note to an archived item?
- Can I edit or delete a note?
- What's the difference between Initial Note and Notes Log?
- Are internal notes included in exports?
- Why can't I see the Notes link?
Technical Questions
- What does "Checksum pending" mean?
- Why do some files require login on the public registry?
- What's the ADA compliance deadline?
- Is the archive classification date based on upload date or scan date?
- Will a large Archive Registry slow down my website?
- How does the module handle multilingual content?
- Can I customize the accessibility request notice?
The Digital Asset Inventory is a tool that helps you understand what files exist on your website and where they are being used.
It allows you to:
- See all documents, images, videos, and other files in one place
- Identify which files are still in use and which are not
- Support accessibility reviews and compliance work
- Prepare content for archiving or cleanup
The inventory does not change content automatically. It provides visibility so you can make informed decisions.
The Digital Asset Inventory works with Drupal 10 and Drupal 11.
Your site administrator is responsible for system requirements. Content editors do not need to take action.
Over time, most websites collect files that are outdated, unused, or forgotten.
This tool helps you:
- Identify documents that may need accessibility review
- Reduce risk from outdated or incorrect content
- Understand which files are actively used
- Support ADA Title II compliance
- Retain historical records without mixing them into active content
The inventory tracks both files stored on your site and links to external resources.
Examples include:
- PDFs and Word documents
- Spreadsheets and presentations
- Images, videos, and audio files
- Google Docs and other external services
- Embedded media such as YouTube or Vimeo
External items are tracked for awareness, even though the site does not control them.
Access is controlled by permissions.
If you cannot see a page or perform an action:
- You may not have the required permission
- The archive feature may not be enabled
Contact your site administrator and explain what task you are trying to complete.
The tools you should use depend on your role and the type of content you are working with.
See the Accessibility Testing Tools for recommendations organized by:
Role:
- Content Editors
- Developers
- Designers
- PDF Authors
File type:
- Web pages
- PDFs
- Google Docs
- Videos
- Images
- Other common content types
Most tools listed are free and suitable for everyday use. Some professional tools require a license and are typically used by technical teams or accessibility specialists.
Yes. Even in a multisite environment, the Digital Asset Inventory works one site at a time.
While multisite websites may share the same underlying code, each website has its own content and database. When the Digital Asset Inventory is enabled on a site, it scans only that site's pages and files.
This ensures that file usage and archiving decisions are accurate for each individual website.
Each website manages its own content.
A document might be used on one site but not used on another — even if the sites share the same system behind the scenes.
Enabling the tool separately on each site ensures:
- File usage is evaluated correctly
- Archiving decisions are accurate
- Accessibility and audit records are specific to that website
No.
Even if multiple websites share the same code or file storage location, the Digital Asset Inventory only looks at how files are used within the current website's content.
Because of this, inventory results and archiving decisions are always made at the individual site level.
You should run a scan whenever files or content change.
Recommended times include:
- After uploading many files
- After removing documents from pages
- After a site migration or bulk update
- On a regular schedule for maintenance
For most sites:
- Monthly scans work well for active sites
- Quarterly scans may be enough for low activity sites
Scanning reviews files and site content.
Scan time depends on:
- How many files exist
- How many pages the site has
- Server performance
Longer scan times are normal for large sites.
Common reasons include:
- The file was added after the last scan
- The file was deleted
- The file is in a system folder that is not tracked
Running a new scan usually resolves this.
These labels describe how a file was added (shown in the "Location" column).
- Upload means it was uploaded through a page or form
- Media means it was added through the Media Library
- Server means it was added directly to the server (FTP/SFTP)
- External means it is a link to content hosted on another website (Google Docs, YouTube, etc.)
All are tracked the same way in the inventory. External items are tracked for awareness, even though the site does not control them.
Yes, if you have permission and the file is not in use.
Before deleting:
- Remove the file from all pages
- Run a scan to confirm it is no longer used
Deleting a file permanently removes it from the site.
Files can be referenced in places that are not obvious.
Examples include:
- Draft or unpublished content
- Older page versions
- Blocks or reusable components
- Menu items
Use the inventory's usage information to locate where the file appears.
No. The inventory reflects the last scan.
After replacing a file:
- Run a new scan to update the inventory
- Archived files may show warnings if they were modified
System generated files such as styles, thumbnails, and scripts are excluded automatically.
You do not need to manage these.
The inventory returns to the state it was in at the time of the backup.
After restoring:
- Run a new scan
- Review archive warnings
- Confirm file usage is accurate
No. The Digital Asset Inventory does not track SVG code that is embedded directly in HTML content (inline SVGs).
What counts as an inline SVG:
- SVG code pasted directly into CKEditor or a text field
- SVG elements rendered by a theme template
- SVG icons included via a Twig
{% include %}or{{ source() }}function
These are part of the page markup, not separate files, and are not detected by the scanner.
The inventory tracks SVG images that exist as files in Drupal:
| SVG Type | Tracked? | Example |
|---|---|---|
| Uploaded via Media Library | Yes | A logo uploaded as a Media item |
| Uploaded via file field | Yes | An SVG attached to a content type's image field |
| Uploaded manually (FTP/SFTP) | Yes | An SVG in /sites/default/files/
|
| Inline SVG in HTML | No |
<svg>...</svg> pasted into CKEditor |
| SVG in theme template | No | Icon rendered by Twig template |
Key distinction: If the SVG has a file URL (e.g., /sites/default/files/logo.svg), it's tracked. If it's embedded as markup, it's not.
Inline SVGs are not separate digital assets—they are part of the HTML document itself.
Technical reasons:
- No file to reference or track (no URL, no file entity)
- The SVG code is stored in the database as part of the content field value
- Scanning would require parsing and extracting markup fragments, which is outside the module's scope
Practical reasons:
- Inline SVGs are typically small icons or decorative elements
- They often come from theme templates, not content entry
- Tracking them would create noise in the inventory without clear compliance benefit
Yes. All SVG images—whether inline or file-based—must meet WCAG 2.1 AA accessibility requirements when used as meaningful content.
For decorative SVGs:
- Add
aria-hidden="true"to hide from assistive technology - Ensure they don't convey meaning users need
For meaningful SVGs:
- Include a
<title>element with a short description - Add
role="img"to the<svg>element - Consider
aria-labelledbyreferencing the title ID
Example of an accessible inline SVG:
<svg role="img" aria-labelledby="logo-title">
<title id="logo-title">UCSB Logo</title>
<!-- SVG content -->
</svg>The Digital Asset Inventory doesn't track inline SVGs, but your accessibility review process should still include them.
Upload an SVG file when:
- The image is reused across multiple pages
- You want it tracked in the Digital Asset Inventory
- Content editors need to manage or replace it
- The SVG is large or complex
- You need version control or audit trail
Use inline SVG when:
- It's a small icon (under 1KB)
- It's theme-controlled, not content-controlled
- You need to style it with CSS (fill, stroke colors)
- Performance is critical (avoids HTTP request)
- The SVG is purely decorative
Recommendation: For content-managed images that need tracking and potential archiving, upload as a file. For theme decorations and UI icons, inline embedding is appropriate.
Yes. YouTube and Vimeo videos added through the Media Library's "Remote Video" media type are tracked in the inventory.
How remote videos appear:
- Location: Media
- Asset Type: YouTube or Vimeo (detected from URL)
- Category: Embedded Media
- File Size: "-" (dash, since there's no local file)
Note: Remote videos added via Media Library are different from YouTube URLs pasted directly in content:
| Method | Location | Tracked As |
|---|---|---|
| Media Library → Remote Video | Media | Media entity |
| URL pasted in CKEditor | External | External link |
Both methods are tracked, but Media Library videos have additional metadata like the media title and can be managed through the Media Library interface.
The file size column shows "-" (dash) for assets that don't have a local file:
- External URLs - Google Docs, YouTube links pasted in content, etc.
- Remote video media - YouTube/Vimeo added via Media Library
- External resources - Any asset hosted on another server
These assets are tracked for compliance purposes, but since there's no local file, there's no file size to report.
When you view the usage details for any asset, you'll see an Embed Type column that shows how the asset is embedded in content. This column appears for all asset types (documents, images, videos, audio, external assets):
| Embed Type | Meaning |
|---|---|
| Media Embed | Embedded via CKEditor's media button (<drupal-media>) |
| Field Reference | Referenced via an entity reference or file field |
| HTML5 Video | Raw <video> tag in content |
| HTML5 Audio | Raw <audio> tag in content |
| Text Link | Hyperlink to the file in text content |
| Inline Image | Inline <img> tag in text content (not via Media Library) |
| Object Embed | Legacy <object> tag in text content |
| Embed Element | Legacy <embed> tag in text content |
| Text URL | External URL found in text content |
| Link Field | URL from a Drupal Link field |
| Menu Link | Link in a navigation menu |
For video and audio assets specifically, additional Accessibility Signal columns show detectable features:
| Column | Meaning |
|---|---|
| Controls | Are player controls present? |
| Captions | Are captions or subtitles available? |
| Transcript | Is a transcript link detected nearby? |
Signal values:
- Yes - Feature detected in this usage
- No - Feature not found in this usage
- Unknown - Cannot determine (e.g., external/iframe content)
- — (dash) - Not applicable to this media type
Note: The Controls, Captions, and Transcript columns only appear for video and audio assets. Image assets show an Alt Text column instead. The Embed Type column appears for all asset types.
Yes. The File Name search field searches both file names and URLs. This means you can find external assets by typing part of their URL.
Examples:
- Type "docs.google.com" to find all Google Docs, Sheets, and Slides
- Type "youtube" to find all YouTube video assets
- Type "dropbox" to find all Dropbox links
- Type "drive.google.com" to find Google Drive files
This is useful for finding all external assets from a particular service or domain.
The scanner detects files referenced through several types of HTML tags in text content. The scanner uses a universal sites/[^/]+/files pattern that works across all Drupal installations (default, multisite, Site Factory). Examples show the default /sites/default/files/ path:
| HTML Tag | What It Finds | Example |
|---|---|---|
<a href> |
Links to files | <a href="/sites/default/files/report.pdf">Download</a> |
<img src> |
Inline images | <img src="/sites/default/files/photo.jpg"> |
<video> |
Video embeds | <video src="/sites/default/files/video.mp4"> |
<audio> |
Audio embeds | <audio src="/sites/default/files/audio.mp3"> |
<object data> |
Legacy object embeds | <object data="/sites/default/files/doc.pdf"> |
<embed src> |
Legacy embed elements | <embed src="/sites/default/files/doc.pdf"> |
<drupal-media> |
CKEditor media embeds | Media embedded via the media button |
The scanner also detects files referenced through:
- File and image fields on content
- Media reference fields
- Link fields with URLs
- Navigation menu links
Files that are only referenced in theme templates, custom code, or JavaScript-loaded content are not detected by the scanner.
Orphan references may temporarily appear after content is deleted. Drupal cleans up unused paragraph components in the background.
If a scan runs before that cleanup completes, the orphan references will appear. Once Drupal finishes removing the unused components, they will no longer show in future scans.
This is expected behavior. The inventory always reflects the current state of the site at the time of the scan.
Another scan is actively running — either in another browser tab, by another administrator, or from a previous session. Only one scan can run at a time. Wait for the current scan to finish, or check with other administrators. The message shows "last activity X ago" so you can gauge whether the scan is actively processing.
No. If you navigate away during a scan, partial results are preserved. When you return to the scan page, you'll see one of two messages:
- "A scan is currently running" — The scan is still processing in the background. Wait for it to finish.
- "Previous scan appears interrupted" — The scan stopped. You can click Resume Scan to continue from where it left off, or Start Fresh Scan to begin a new full scan.
Your existing inventory data remains intact until a scan successfully completes.
If the scan page shows "A scan is currently in progress" but the "last activity" time is more than 2 minutes ago, the system will automatically detect the scan as interrupted. Refresh the page — you should see Resume Scan and Start Fresh Scan buttons. Click Resume Scan to continue from the last completed phase, or Start Fresh Scan if you prefer to start over.
This can happen if you refresh the scan progress page. The browser is asking whether it should re-submit the original form, which sounds alarming but is safe. If a scan is already running (in this or another tab), the system will not start a second one — it will show a message that a scan is in progress and disable the button. You can safely click Cancel in the browser dialog to dismiss the warning, or click Continue — either way, the running scan is not affected.
No. Scanning runs in the background and does not change any content visible to visitors. The scanner reads content to build the inventory — it never modifies pages, files, or media. Visitors can browse the site normally during a scan.
The scanner processes all managed files, filesystem files, content fields, media entities, and menu links across the entire site. Sites with thousands of assets, hundreds of content pages, or complex paragraph structures naturally take longer. Scans on large sites (4,000+ assets) may take 30–60 minutes. If a long scan is interrupted, use Resume Scan to continue from where it left off rather than restarting.
I ran a Digital Asset Inventory scan and it did not complete. What happened?
In some cases, the scan may not complete if your site has a feature called Webform Scheduled Email enabled.
This feature automatically reschedules emails whenever content is updated. During a scan, thousands of items are updated at once, which can overload that email system and cause the scan to stop.
The issue is not caused by the Digital Asset Inventory itself — it is a side effect of how the email feature responds to large updates.
Does this mean something is broken?
No. Your site and forms are still functioning normally. The scan simply triggers more background activity than the email system can comfortably handle at one time.
How do I know if my site uses Webform Scheduled Email?
If your webforms send emails at a later date (for example, reminders or follow-up messages scheduled in advance), then your site may be using this feature. If you are unsure, contact your Site Administrator.
What should I do if the scan fails?
Please contact your Site Administrator. They can:
- Confirm whether the scheduled email feature is active
- Adjust settings if needed
- Ensure your scan runs successfully
You do not need to disable anything yourself.
Will this affect ADA compliance or archive features?
No. This issue does not affect:
- Archived documents
- The Archive Registry
- ADA Title II compliance classification
It only affects the completion of the scan process.
Active Usage means the asset is currently being used on one or more pages on the site.
If an asset is in use, it cannot be deleted.
If an asset is being used on a page, the system prevents deletion to avoid breaking the site.
Remove the asset from those pages first. Once it is no longer in use, it can be deleted.
This means the file is referenced by an older version of a content component (paragraph) that is no longer part of any current page. The file is not actively in use.
You can safely proceed with deletion. The warning is informational — if someone reverts the content to an older revision, the image would be missing.
External assets are links to content hosted on another website. They are not stored on this site, so they cannot be deleted here. To remove one, edit the page where it appears and remove the link.
Orphan references come from content components that are no longer attached to any active page.
They do not appear on the site and do not count as active usage.
Yes.
If there is no active usage, the asset can be deleted even if orphan references exist.
Orphan references are cleaned up automatically.
No.
Orphan references are not connected to any active page. Deleting the asset will not affect visible content.
Orphan references help identify leftover content components that were not fully removed. This improves site cleanup and reporting accuracy.
They are removed automatically during the next scan or cleanup process.
No action is required.
Some assets may have automatically created preview images.
These do not prevent deletion. If the main asset is deleted, related previews are removed as well.
Under ADA Title II (updated April 2024), archived content is exempt from WCAG 2.1 AA requirements if all of the following conditions are met:
- Content was archived before April 24, 2026
- Content is kept only for Reference, Research, or Recordkeeping
- Content is kept in a special archive area (
/archive-registrysubdirectory) - Content has not been changed since archived
If a Legacy Archive is modified after the deadline, the ADA exemption is automatically voided.
The Digital Asset Inventory enforces these conditions:
- The archive date is recorded and immutable once set
- Archive reason must be Reference, Research, or Recordkeeping (or a custom reason documented for audit)
- Archived content is served through the
/archive-registrypath - File integrity is verified via SHA-256 checksum; any modification triggers automatic voiding
- Edited manual entries (pages/URLs) are automatically voided when saved
Content archived after the deadline is classified as a General Archive and does not claim an ADA exemption. See What is a General Archive? for details.
Content archived after April 24, 2026 is classified as a General Archive:
- Retained for Reference, Research, or Recordkeeping purposes
- Does not claim ADA Title II accessibility exemption
- Available in the public Archive Registry for reference
- If modified after archiving, removed from public view and flagged for audit
Important: If someone requests that an archived document be made accessible, it must be remediated promptly. Archiving removes the obligation to fix everything in advance, but it does not remove the responsibility to accommodate users with disabilities upon request.
See What's the difference between Legacy and General Archive? for a side-by-side comparison.
No.
A file is only archived when it is intentionally archived and removed from active use.
If a document is still linked from a current page, it is considered active and must meet accessibility requirements.
No.
A file is only considered archived when:
- It is no longer linked from active pages
- It is recorded in the Archive Registry
- It is kept only for reference or recordkeeping
Simply placing a file in a folder called "archive" does not qualify.
Yes.
Any change means the document is no longer an untouched historical record and must meet current accessibility standards.
You must provide an accessible or alternative format upon request.
Archiving removes the need to fix everything in advance, but it does not remove the responsibility to accommodate users.
Yes.
Archive pages, lists, filters, and navigation must meet accessibility standards. Only the archived documents themselves may be exempt.
Zombie content is archived material that becomes active again.
This happens when an archived file is linked from a current page. Once linked, it must meet accessibility requirements.
No.
Login protection does not remove accessibility obligations. If people rely on the content for work, training, or services, it must be accessible.
Legacy Archive refers to content archived before the compliance deadline and may qualify for an accessibility exemption.
General Archive refers to content archived after the deadline and does not claim an exemption.
By default, files cannot be archived if they are still in use. This prevents broken links and ensures visitors can access the content they expect.
Default behavior (archive-in-use disabled):
You must:
- Remove all links from content
- Run a scan
- Confirm the file shows as no longer used
When archive-in-use is enabled:
Your site administrator can enable archiving of documents and videos that are still referenced in content. When this setting is enabled:
- Documents and videos can be archived even with active links
- All links to the archived file are automatically routed to the Archive Detail Page
- Visitors see the archive information before they can download
- A confirmation checkbox is required during archiving
What cannot be archived while in use:
- Images - Cannot be archived while in use because it would break page layouts
If you see "This file is still in use" and the archive-in-use option is not available, contact your site administrator about enabling this feature in the module settings.
Currently, files must be archived individually so that each decision is documented correctly.
Yes.
You can download reports listing files, usage, and archive records for review or recordkeeping.
External content such as YouTube or Google Docs is archived using a manual entry.
The system records the link and context but does not copy the external content.
The archived page banner only shows contextual notes about archived external resources.
If an archived page links to a Google Doc or YouTube video that hasn't been archived via manual entry, it won't appear in the banner notes. This is because:
- External resources are outside your control
- We don't track "active" status for external content
- Only resources you've explicitly archived are included
To include an external resource in the status notes:
- Add a manual archive entry for the external URL
- Run a cache clear if needed
Existing archived external resources remain fully functional:
- Link routing continues to work (links redirect to Archive Detail Page)
- Contextual notes still display on archived pages
- Archive records are preserved
- The "(Archived)" label still appears on links
Disabling Manual Archive Entries only prevents creating new manual entries. It does not affect existing archives.
No. External resources can only be archived through manual entries.
If you need to archive a Google Doc, YouTube video, or other external URL:
- Ask your administrator to enable "Allow manual archive entries" in module settings
- Go to Archive Management
- Click "Add Manual Entry"
- Enter the external URL and archive details
No.
Archiving is a classification, not a storage action. Files remain where they are.
Editing archived content changes its status.
Any content that previously qualified for an exemption permanently loses that exemption once edited.
This applies to documents and videos archived through the Digital Asset Inventory (PDFs, Word documents, Excel files, videos, etc.).
The system detects file modifications by comparing the file's checksum (a digital fingerprint) against the original. If someone replaces or edits the actual file on the server, the system notices the change.
Legacy Archive (before deadline):
| What Happens | Result |
|---|---|
| File is replaced or modified | Status becomes Exemption Void |
| Shows "Integrity Issue" warning | |
| Removed from public Archive Registry | |
| ADA exemption is permanently lost |
This is an ADA compliance violation. The modified content must now meet WCAG 2.1 AA accessibility standards.
General Archive (after deadline):
| What Happens | Result |
|---|---|
| File is replaced or modified | Status becomes Archived (Deleted) |
| Shows "Integrity Issue" warning | |
| Removed from public Archive Registry | |
| Record preserved for audit |
This is not a compliance violation since General Archives don't claim ADA exemption. The record is kept for tracking purposes.
This applies to web pages and external URLs added through "Add Manual Entry" in Archive Management.
When you edit and save a page that has been manually archived, the system automatically detects the change.
Legacy Archive (before deadline):
| What Happens | Result |
|---|---|
| Page content is edited and saved | Status becomes Exemption Void |
| Removed from public Archive Registry | |
| ADA exemption is permanently lost |
You'll see a warning before saving that explains the consequences. You must check an acknowledgment box to proceed.
This is an ADA compliance violation. The modified content must now meet WCAG 2.1 AA accessibility standards.
General Archive (after deadline):
| What Happens | Result |
|---|---|
| Page content is edited and saved | Status becomes Archived (Deleted) |
| Shows "Modified" warning | |
| Removed from public Archive Registry | |
| Record preserved for audit |
You'll see a warning before saving. This is not a compliance violation since General Archives don't claim ADA exemption.
Yes. To re-archive a file (document, video):
- Use "Unarchive" to remove from archive (status → Archived Deleted)
- Use "Queue for Archive" from the Digital Asset Inventory
- Execute the archive from Archive Management
This creates a new archive record with a new UUID. Archive type is based on current date (Legacy or General).
Exception: If the file has an Exemption Void record, the new archive will always be General Archive, even before the ADA deadline. The original voided record remains for audit.
Yes. To re-archive a manual entry (web page, external URL):
- Use "Remove Entry" to remove from archive (status → Archived Deleted)
- Use "Add Manual Entry" from Archive Management
This creates a new archive record with a new UUID. Archive type is based on current date (Legacy or General).
Exception: If the URL has an Exemption Void record, the new archive will always be General Archive, even before the ADA deadline. The original voided record remains for audit.
Warning flags indicate issues:
| Flag | Meaning |
|---|---|
| Usage Detected | Content still references this - shouldn't be possible if archived properly |
| File Deleted | Someone deleted the file from the server |
| Integrity Issue | File was modified after archiving (checksum mismatch) |
| Modified | Manual entry content was edited |
| Late Archive | Archived after the ADA deadline |
| Prior Exemption Voided | Forced to General Archive due to prior voided exemption |
See Troubleshooting for resolution steps.
If a document shows "Exemption Void" status, it means a Legacy Archive (pre-deadline) was modified after being archived. The ADA accessibility exemption has been permanently voided.
Key points:
- The record is preserved as compliance documentation that an ADA exemption violation occurred
- The file can be archived again, but any new entry will automatically be classified as General Archive regardless of the current date
- Files/URLs with voided exemptions permanently lose Legacy Archive eligibility
- The original voided record remains in the system for audit trail purposes
How this happens:
- A file's checksum changed after archiving (file was modified or replaced)
- A manually archived page's content was edited and saved
What to do:
- Investigate why the modification occurred
- If the content needs to remain accessible, remediate it to meet WCAG 2.1 AA standards
- If needed, create a new archive entry (will be General Archive)
This creates "zombie content" - an archived file that has returned to active use.
What the module detects:
After the next scan, the archive record will show a "Usage Detected" warning flag indicating the file is now referenced in active content.
What this means for compliance:
| Archive Type | Compliance Impact |
|---|---|
| Legacy Archive | The file is no longer properly archived. Active content must meet WCAG 2.1 AA requirements. The ADA exemption may not apply since the file is in active use. |
| General Archive | The file is being used as active content and should meet accessibility standards. |
The archive status does NOT automatically change. The warning flag alerts you to investigate.
What to do:
- Check Archive Management for the "Usage Detected" warning
- Find which content is linking to the archived file (run a scan, check "Used In")
- Decide whether to:
- Remove the link from content (keeps the file properly archived)
- Unarchive the file and remediate it for accessibility (if it needs to be active content)
Prevention: Educate content editors that archived files should not be linked from active pages. Consider using the Internal Notes field to document that a file is archived and should not be reused.
Archive it normally. The department's existence doesn't affect archival eligibility.
Best practices:
- Use the Internal Notes field to document the original department
- Add context like "Originally created by [Department Name], which merged into [New Department] in [Year]"
- Ensure someone in the current organizational structure is responsible for accessibility requests
For the Public Description:
- Focus on the content's purpose, not the originating department
- Example: "Historical policy document from 2018 regarding campus parking procedures"
Important: Even if the original department no longer exists, you must still fulfill accessibility requests for archived documents. Ensure your organization has a process for handling these requests.
When a document or video is archived, links to that file throughout your site are automatically updated to point to the Archive Detail Page instead of the direct file. If a page has multiple links to the same archived file, all of them are rewritten.
This happens automatically without any action on your part. Visitors who click a link to an archived file see the archive information page, which explains the content is archived and provides options to download if needed.
Links to images are not changed because that would break page layouts.
The "(Archived)" label tells visitors the link goes to archived content before they click.
This sets expectations and helps users understand they will see archive information rather than download the file directly.
Anyone can view public archived items.
Only items marked as public appear.
You can:
- Make it admin only
- Remove it from the archive
- Or unarchive it
The record remains for audit purposes.
Archive pages include instructions for requesting accessible formats.
Your site must have a process to respond to these requests.
Internal notes document decisions, context, and follow ups.
They are not public and do not affect archive status.
Only users with archive permissions can view notes.
- Go to Archive Management (
/admin/digital-asset-inventory/archive) - Find the archived item
- Click "Notes" in the Operations column
- On the notes page, enter your note in the text area (max 500 characters)
- Click "Add Note"
The note is immediately saved and cannot be edited or deleted afterward.
Note: You can add notes to items at any status: queued, archived (public or admin), or even terminal states (archived deleted, exemption void).
No.
Notes are permanent to preserve an audit trail. Corrections should be added as new notes.
| Component | When Created | Purpose | Editable? |
|---|---|---|---|
| Initial Note | At archive creation (Step 1) | Original context for archiving | Only via archive edit form |
| Notes Log | After archiving | Ongoing administrative comments | No (append-only) |
Both are displayed on the notes page:
- Initial Note appears at the top in its own section
- Notes Log entries appear below, newest first
This separation preserves the distinction between the original archiving context and later commentary.
No. Internal notes are excluded from:
- Archive audit CSV export
- Public Archive Registry
- Any public-facing pages or reports
Notes are administrative metadata, not part of the archived material or compliance documentation. They exist solely for internal tracking purposes.
Several reasons the Notes link may not appear:
| Situation | Explanation |
|---|---|
| No permission | You need "Archive digital assets" or "View digital asset archives" permission |
| Archive feature disabled | Notes are only available when the archive feature is enabled |
To add notes: You need the "Archive digital assets" permission. Users with only "View digital asset archives" (read-only) can view notes but cannot add new ones.
Contact your site administrator if you need notes access.
Large files are checked in the background. The system completes this automatically.
Some files were originally uploaded with restricted access.
The archive respects those restrictions.
The default deadline is April 24, 2026.
Your organization may adjust this based on policy.
The archive type is determined by the date you complete the archive action, not the upload date.
Generally no.
Archives are paged and optimized like other site content.
Each language version is treated as a separate item.
Each must be reviewed and archived individually.
The notice text is standardized for consistency.
Your site should ensure clear accessibility contact information is available.
This documentation is part of the Digital Asset Inventory module. For feedback or updates, please open an issue in the main repository.