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

Overview

This article outlines the first in a series of Quick Actions intended to help departments and individuals at GCC comply with new Title II accessibility requirements. The purpose of this step is to organize your shared documents and identify which ones need to be remediated for accessibility. (In the next step, you'll send a list of those documents to ITS so we can track how much remediation still needs to be done, and provide help where needed.)

Note:

• These instructions have been revised to simplify the process. You don’t need to start from scratch if you’ve already begun to inventory. The main change is that we are recommending one fewer folder.
• If you feel this process won’t work for your Team/SharePoint Site (or other repository), contact us directly at Title2Project@genesee.edu or via our remediation assistance request form.

Actions

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

Step 1: Prepare

Create 2 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

Example – new folders:

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. Beginning by archiving everything forces us to decide what needs to be shared, and then only queue those documents for remediation.

Example – Files moved to Archive folder:

Note: If you have used the Share feature in in SharePoint/Teams/OneDrive to share links to your documents, most links will still work after you move them. (See the knowledgebase article SharePoint How To: Copy a Stable Link to a Shared Document.) Links created using the 'Copy Link' feature of Sharepoint/Teams/OneDrive may fail to work after a non-Microsoft file is moved.

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.
   
2. Select the active files and Move them to the new To_Inventory folder. These are the files that you will review and remediate.
   
3. If they are not actively referenced, documents not modified since April 30, 2025 can remain in the Archive folder (or just 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 & accessible files back to their original location

Select the files that have already been remediated or which you have found to be accessible, and move them to the new back to their original folder.

Step 5 – Move remaining files to the ‘To_Inventory’ folder

These are the files that you'll need to remediate for accessibility. In QuickAction 2, you'll send us a list that includes these files.

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

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