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PDFs and File Attachments

Files remain useful for signed records, forms, detailed exhibits, spreadsheets, and documents whose original format must be preserved. They should not automatically replace accessible web content.

Use an attachment when

  • the original file is an official record;
  • the content must be downloaded or completed separately;
  • a spreadsheet or specialized file is necessary;
  • the document contains detail that cannot reasonably be reproduced on the agenda page; or
  • district policy requires the original format.

Prefer Expandable HTML when

  • the information is primarily text;
  • readers need quick access on phones or tablets;
  • the content should be searchable;
  • the document changes frequently;
  • the PDF would be difficult to tag and maintain; or
  • the attachment would otherwise be the only way to obtain essential public information.

Before attaching a PDF

  • Start with an accessible source document.
  • Use real headings, lists, links, table headers, and alternative text.
  • Set a meaningful document title and language when the tool permits.
  • Run the source accessibility checker.
  • Export using settings that preserve tags and links.
  • Check reading order, headings, links, tables, images, and searchable text in the resulting PDF.
  • Confirm that the filename is meaningful and does not expose private drafting information.

Exporting does not guarantee accessibility

A PDF created from Word or Google Docs may still contain reading-order, tagging, table, link, contrast, or image-description problems. Review the final PDF, not only the source document.

Convert a PDF to Expandable HTML

When essential PDF content should appear directly in an agenda, an approved AI service may create a semantic HTML draft. The v1 workflow uses Gemini as the initial documented provider and requires page-by-page human comparison with the approved PDF.

Follow Appendix: Google Docs and PDF to Expandable HTML for the complete procedure, prompt, privacy warning, review checklist, and Source-editor steps.

Public and private placement

Verify the intended audience before saving:

  • public files are available to everyone;
  • private files are limited to authorized Group members; and
  • moving a file between public and private changes who may access it.