Los Medanos College is working to overhaul its website to meet new federal accessibility requirements, a process that has already reshaped how thousands of public documents are stored and accessed online.

The changes stem from updates to Title II of the Americans with Disabilities Act, which require public institutions to ensure digital content meets Web Content Accessibility Guidelines, or WCAG 2.1 Level AA. The rules are intended to make websites usable for people who rely on screen readers and other assistive technologies.

At LMC, the effort has centered on one major issue: documents.

Senior Web Administrator Eloine Chapman said the college had more than 5,000 PDF files online in late 2025. That number has since been reduced to fewer than 3,000 through removal, consolidation and archiving as the college works toward compliance.

“Many of these were originally posted to support transparency for accreditation, committee work and Brown Act requirements,” Chapman said.

Under the new rules, documents must be structured in a way that allows assistive technologies to interpret them. Older PDFs often do not meet those standards, creating a significant workload for colleges with large digital archives.

To manage that workload, LMC is prioritizing frequently used content and converting it into accessible HTML pages, which are easier for screen readers to navigate and search. As a temporary solution, the college is also using an AI-based tool called DocAccess that creates an accessible layer over existing PDFs while full remediation is ongoing.

The college does not expect to reach full compliance by the federal deadline but says it will continue improving accessibility over time.

The college’s website states that accessibility is an ongoing effort and encourages users to report inaccessible content or request assistance.

“Our goal is to ensure that all students have equal access to information and resources,” said Chapman.

For students and community members, the changes could improve usability of key information, especially for those who previously faced barriers when navigating PDFs or other digital materials.

But the transition also raises questions about access to older records, particularly public documents such as meeting agendas and minutes.

Chapman said older materials that are kept only for reference can be labeled as archived and may not require full remediation, allowing the college to focus on high-use content first.

That approach aligns with federal guidance, which allows certain archived materials to be exempt from accessibility requirements under specific conditions. However, the rule also emphasizes that most public-facing content should be accessible moving forward.

Juliet Casey, the college’s director of marketing, said the changes are intended to expand access rather than limit it.

“These changes mean public records are more accessible for people who otherwise would struggle to comprehend documents that were not previously structured in a user-friendly, accessible format,” Casey said.

She added that the college remains compliant with the California Public Records Act and will continue providing records upon request.

“Archived documents will remain available,” Casey said. “Others will be available upon request through relevant departments, my office or via formal public records requests.”

For journalists and researchers, that shift could change how information is obtained.

Public records that were once immediately accessible online may now require a request process, which can take additional time and limit the ability to quickly review historical materials.

Casey said the transition will not change how the college works with journalists and that LMC remains committed to providing timely and accurate information.

“As a public institution, we are responsible for providing responses to requests for public records and public information in a timely manner,” she said.

The balance between accessibility and transparency is at the center of the transition.

Federal rules emphasize equal access for people with disabilities, but colleges must also manage large volumes of existing content while maintaining public access to information.

At LMC, that balance is still evolving as the college works toward compliance.

For now, students, journalists and community members may see a website that is becoming more accessible, but also one where some information is being reorganized, archived or moved behind request systems as the college adapts to the new requirements.