Title II Accessibility Compliance (for SharePoint/Teams Owners), Quick Action #1: Preparing SharePoint/Teams Site Documents for Inventory

Follow these steps for each subfolder in your SharePoint site or Teams channel:

Screenshot from SharePoint of the root file folder in the Central Services team; the folder is called Documents. There are many subfolders.

Step 1: Prepare

Create 3 new folders in each SharePoint/Teams Channel Folder

The following is a recommended naming convention:

  • Folder 1: [SiteOrTeamName]_[ FolderNameOrChannelName]_Archive
    • Example: CentralServices_CopyCenter_Archive
  • Folder 2: [SiteOrTeamName]_[ FolderNameOrChannelName]_To_Inventory (Files that need remediation)
    • Example: CentralServices_CopyCenter_To_Inventory
  • Folder 3: [SiteOrTeamName]_[ FolderNameOrChannelName]_To_Share (Files that have been remediated)
    • Example: CentralServices_CopyCenter_To_Share

Example – 3 new folders:

Screenshot from SharePoint of the a file folder in the Central Services team. Three new folders are indicated: CentralServices_CWS_Archive, CentralServices_CWS_To_Inventory, and CentralServices_CWS_To_Share.

Do this also for the root-level Documents folder if it contains uncategorized files.

Step 2: Archive everything!

Within EACH subfolder or channel processed in Step 1, move ALL of your files to the new Archive folder. We start here because Title II requirements do not apply to archived files. It forces us to evaluate only what needs to be remediated for sharing.

Example – Files moved to Archive folder:

Screenshot from SharePoint of the a file folder in the Central Services team. The name of the folder (CentralServices_CWS_Archive) is circled.

Step 3: Evaluate Active Documents

  1. Reference the Modified column to identify files that have been modified since April 30, 2025 – consider these Active files.
    Screenshot from SharePoint of the CentralServices_CWS_Archive file folder in the Central Services team. The Modified column is circled.
  2. Select the active files and Move them to the new To_Inventory folder. They will be reviewed and remediated.
    Screenshot from SharePoint of the CentralServices_CWS_Archive file folder in the Central Services team. All files have been selected, and the Move button is circled.
    Files not modified since April 30, 2025 can remain in the Archive folder or be removed from SharePoint/Teams. Check the Archive folder periodically for activity (view page details to see when it was last accessed). If it has been modified, or if it is being accessed for reasons apart from assessing its relevance, it will need to be remediated. 

Step 4 – Move remediated files to To_Share folder for sharing

Select the files that have already been remediated and move them to the new To_Share folder.

Next Step: Submit your file inventory to the Title 2 Project

Proceed to Quick Action 2, where you will send us your inventory.

 

 

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