Sharing Accessible Living Documents with Box
Introduction
Dear Colleagues,
Since AHS is moving away from using PDFs when possible, I created the Sharing Living Documents with Box tip sheet to show you how to create and share living documents as an alternative to PDFs.
Always ask yourself whether a document needs to be a PDF or if a living document like Word, Google Docs, PowerPoint, or Google Slides would work instead.
We recommend uploading your living document to Box and sharing it via a link or sharing it directly from Microsoft 365 or Google Docs. Microsoft and Google Suite products can also be created directly in Box and shared via a link.
What is a living document?
A living document can be changed or updated, such as Word, PowerPoint, Google Docs, or Google Slides documents. You can share living documents on Box via a link or send them to specific people. You can control who can make changes to the document by locking it to others or assigning people to editor or viewer roles. You can also control who can download the document.
Why are PDFs not preferred?
Converting a document to a PDF can introduce a host of accessibility issues that need remediation. Remediating PDFs can be complex and time-consuming. It is inherently easier to prevent and fix accessibility issues in a living document than in a dead document, such as a PDF. Since living documents can protect against others changing the document, there is no longer a significant benefit to PDFs over living documents.
The Sharing Living Documents with Box tip sheet includes instructions on how to:
- Upload existing living documents to Box
- Create new living documents in Box
- Copy the document link
- Customize sharing options
- Link your CV/resume to your profile
If you have any questions or require additional support, you can drop in during an Accessibility Specialist office hours or submit a support ticket.