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Last Update: 5/14/26
Overview
Documents are shared across diverse units, learning management systems, and public-facing websites. Ensuring filenames and metadata are accessible is critical for individuals using assistive technologies like screen readers.
Did you know? The filename is the FIRST thing a screen reader announces.
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Best Practices for Accessible Filenames
Be Descriptive but Concise: Use clear keywords that describe the content.
- Bad example: final_draft_v2_edits.pdf
- Good example: ENG101-Syllabus-Spring-2026.pdf
Avoid Spaces: Some web servers and older software struggle with spaces (often replacing them with "%20"). Use hyphens "-" or underscores "_" instead.
- Recommended: Financial-Aid-Application-Form.docx
Use Title Case or Hyphens: Using all lower case text can be difficult to read. Capitalizations can provide additional clarity to filenames.
- Bad Example: studenthandbook.pdf
- Good Example: StudentHandbook.pdf or student-handbook.pdf
Format Dates Consistently: Use the ISO standard (YYYY-MM-DD) to ensure files sort chronologically and are read logically.
- Example: 2026-05-13-Faculty-Meeting-Minutes.pdf
Best Practices for Metadata
Metadata is "data about data" embedded within a file's properties. It allows search engines and assistive tools to identify the document without opening it.
Key Metadata Fields to Update:
- Title: The formal name of the document (e.g., "Annual Research Budget Report 2026").
- Author: Use the Department or University name rather than an individual.
- Subject / Description: A one-sentence summary of the document's purpose.
- Keywords: Relevant tags that help with searchability.
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How to Edit Metadata
- Microsoft Word, Excel, and PowerPoint
- File > Info > Properties > Advanced Properties > Edit the “Title”, “Author”, and “Subject” fields > Ok
- Adobe Acrobat
- Menu > Document properties > Edit the “Title”, “Author”, and “Subject” fields > Ok
- Google Docs and Sheets
- To view location/owner: File > Details
- Set the Title: Click into the “Untitled document” box in the top-left corner > Type your accessible filename
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Quick Checklist
- Is the filename descriptive and concise?
- Are there no spaces in the filename?
- Is the formal Document Title set in the metadata?
- Are the Author and Subject fields updated in the properties?
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Contact Info
For further assistance, email the UAH Accessibility Mailbox or visit the Accessibility at UAH Website.
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