Maintaining a Clean, Organized, Accessible Website

Keep Content Current, Clear, and Easy to Use

Details: March 2026 – Five Weeks to Better Websites

Maintaining a well-organized website is an ongoing practice, not a one-time task. Regular review of content helps visitors find the information they need, keeps resources accurate, improves site performance, and ensures accessibility for everyone.

By keeping our site tidy, we make it easier to navigate and maintain a professional, trustworthy digital presence.

Regular Website Cleaning Includes Accessibility Review

It’s best practice to check and fix accessibility issues consistently, and you can learn more by jumping to:

Build Accessibility In: Don’t Wait for Deadlines

Here’s what to focus on during regular website maintenance:

Tasks Web Editing Staff Can Complete Independently

Locate older drafts

  • In the Pages area of the website, filter or review items with Draft status.
  • Identify drafts that are more than two years old.
    • Example: In 2026, review drafts from 2024 and earlier.

Evaluate each draft

  • Determine whether the content is still relevant or needed.

Choose the appropriate action

  • Delete drafts that are no longer useful or related to projects that never launched.
  • Update and publish drafts that contain valuable information that should be live on the website.

Do not use drafts as an archive

  • Drafts should not be used to store old or unused content long-term.

Consult the Extension Web Team when needed

  • If draft content needs to be saved for future use, archived, or re-published later, schedule time with the Extension Web Team to determine the best way to store or manage it.

There isn’t a single UMaine system rule for how far back to keep content in Posts, so Extension’s approach will be to manage content based on its purpose.

Before removing anything:

Web editors should collaborate with stakeholders and subject matter experts to determine:

  • Is this still accurate?
  • Does it serve a current audience?
  • Does it have historical, research, or reporting value?

Simple rule of thumb for staff

Click the term to jump to further definition.

Web editors should definitely always work with their program teams before making final decisions, and when needed, staff can coordinate with Extension’s Web Team to work with the University of Maine’s Fogler Library for long-term archiving of historically significant materials.

Highly Timely Content

(Examples include: alerts, event announcements, avian flu updates, newsletters, and timely announcements of events)

Examples:
  • 4-H newsletters (event-driven)
  • Highmoor Farm alerts
  • Disease outbreak notifications (e.g., bird flu)
  • Event-based news posts
Recommended timeframe:
  • Keep active: 0–12 months
  • Archive/remove from main listings: after 12 months
  • Delete or archive deeper: 2–3 years, unless historically significant

Rationale: These lose value quickly and clutter search and navigation.

Semi-Timely/Reference News

(Examples: news articles, external media mentions, diagnostic lab updates from external media sources)

Examples:
  • News coverage of Extension work
  • Lab-related announcements/articles
  • Program updates
Recommended timeframe:
  • Keep visible: 1–3 years
  • After that:
    • Archive (if still useful for credibility/history)
    • Or remove if outdated or redundant

Rationale: These support reputation but don’t need to live indefinitely on primary pages.

“Evergreen” / Educational Content

(Examples: blogs, research-based content, how-to articles)

Examples:
  • Maine Home Garden News
  • Spoonful blog
  • Educational posts tied to research
Recommended timeframe:
  • Keep indefinitely if still accurate
  • Review every 2–3 years for:
    • Updates
    • Accessibility
    • Relevance

Rationale: These function more like publications than news and are likely linked elsewhere on Extension’s sites for reference or even linked to from external partners.

Locate outdated Events

  • In the Events section of the website, filter or review items to find posts to identify Event posts that are more than a year old.
  • Example: In 2026, review Events that were posted from 2025 and earlier.
  • Confirm the event has already occurred and is no longer needed on the site.

Choose the appropriate action

  • Remove outdated events that are no longer relevant.
  • Archive important past events elsewhere (copy/paste relevant information onto a Word or Google doc and store appropriately) if the information needs to be preserved.
  • Check for duplicate listings, especially for annual events, and ensure that only the current event listing remains, so outdated events do not appear in search results and confuse visitors.

Coordinate and Clean with the Extension Web Team

For several years, the standard practice has been to publish documents through Resources rather than linking directly to the Media Library.

If you have documents (PDFs, Word files, Excel files, etc.) that are currently posted directly in the Media Library instead of in Resources, please review them using the same checklist used for Resources.

Note which files may be outdated and can be deleted, and which should be moved into the Resources section. All documents must be remediated for accessibility and moved to Resources before the transition to the document storage platform, SharePoint.

Please work with the Extension Web Team before removing or moving files so we can ensure links across the website are updated and do not break.

Schedule a Meeting with Us

Reach out if you’re unsure about where a document should live or how to handle outdated materials, please submit your request to meet or question using the form, indicating “Website Help” on the Extension Communications and Marketing: Submit a Request page.

  • Our team will follow up within 48 hours.
  • You will receive a confirmation email with a copy of your request. Reply to that email if you need to add updates or provide additional information.
  • Review all Resource files associated with your program, county or pages you’ve managed (PDFs, Word documents, Excel files, etc.).
  • Identify documents that may be outdated, duplicated, or no longer needed.
  • Make a list of files that need review and note whether they should be updated, replaced, archived, or removed.
  • If applicable, and especially for content developed collaboratively, consult with the appropriate subject matter expert, supervisor, or project partner to assess the accuracy, timeliness, and relevance of the materials. This step helps ensure informed decisions are made before proceeding with updates or coordinating with the Extension Web Team for archival or removal.
  • Schedule time with the Extension Web Team to review the list and determine next steps.
  • Work with the Web Team before removing files to ensure links on other pages or websites are not broken when Resources are removed.
  • Update, replace, or archive important materials so users can still access current and accurate information, overwriting existing with an ADA-compliant document rather than adding in a separate resource so that the link remains the same where it appears on the website.

Schedule a Meeting with Us

Reach out if you’re unsure about where a document should live or how to handle outdated materials, please submit your request to meet or question using the form, indicating “Website Help” on the Extension Communications and Marketing: Submit a Request page.

  • Our team will follow up within 48 hours.
  • You will receive a confirmation email with a copy of your request. Reply to that email if you need to add updates or provide additional information.
  • Review all published/live web pages associated with your program, county, or areas you manage—including any password-protected or private pages.
  • Identify pages that may be:
  • Outdated
  • Duplicated
  • No longer needed
  • Tied to projects or grant-funded work that has ended
  • Make a list of pages that need review and note whether they should be updated, revised, archived, or removed.
  • If applicable, and especially for content developed collaboratively, consult with the appropriate subject matter expert, supervisor, or project partner to assess the accuracy, timeliness, and relevance of the materials. This step helps ensure informed decisions are made before proceeding with updates or coordinating with the Extension Web Team for archival or removal.
  • Schedule time with the Extension Web Team to review the list and determine next steps.
  • Work with the Web Team before removing files to ensure links on other pages or websites are not broken when Resources are removed.

Build Accessibility In: Don’t Wait for Deadlines

Web content should be made accessible and ADA-compliant from the start—when creating documents, videos, and other shareable assets, as well as when adding text and images to the website.

Accessibility remediation should then continue as an ongoing part of maintaining your website, not something addressed only when required by a deadline or audit.

Regularly reviewing and improving accessibility helps ensure that all users can navigate and engage with our content, while also preventing larger, more time-consuming fixes later on.

Accessibility Video Series: Checklists, Best Practices, and Guidance

Text that reads: “Classic Builder: Fixing Missing ALT Text (Re-Import Method)” and UMaine Extension branding.
Click image to watch the “Classic Builder: Fixing Missing Alt Text (Re-import Method)” video (opens in new window), or use the button below to open a pop-up and view the recording directly on this page.
Classic Builder: Fixing Missing Alt Text (Re-import Method) – (SCRIBE)
Text that reads: “Classic Builder: Headers and Header Hierarchy (Accessibility)” and UMaine Extension branding.
Click image to watch the “Classic Builder: Headers and Header Hierarchy (Accessibility)” video (opens in new window), or use the button below to open a pop-up and view the recording directly on this page.
Classic Builder: Headers and Header Hierarchy (Kaltura)
Slide with text that reads: “Ensure Links (URL) and Email Addresses are Accessible” and UMaine Extension branding.
Click image to watch the “Ensure Links (URLs) and Email Addresses are Accessible” video (opens in new window), or use the button below to open a pop-up and view the recording directly on this page.
Ensure Links (URLs) and Email Addresses are Accessible (Kaltura)
a graphic of avatars of Michelle and Matt, the Extension Web Team sitting within a computer desktop screen, to be used as part of the Web Connections

The Extension Web Team can provide accessibility scan reports to help identify issues. Staff who are interested in incorporating scans into their regular site “cleaning” routines are encouraged to reach out to the team to learn more or arrange training.

Taking a proactive approach allows you to catch and fix common issues early. Below are examples of areas staff can address on their own, along with others, that may require collaboration with the Web Team.

Tasks Web Editing Staff Can Complete Independently

Checklist

  • Locate images without ALT text: Use the accessibility scan report provided to locate each image, either through the Media Library or by using the URL of the page where the image appears (included in the report).
  • Use the Media Library to trace image placement: Open the image in the Media Library to view the file details. Use the provided URL to navigate to the page where the image is currently used (this is typically the original placement).
  • Before you remediate, determine if the image is still needed: Check whether the image is current and relevant:
  • Does it appear on multiple pages? (The scan report will indicate this.)
  • Is the content outdated?
  • Does it feature staff or participants no longer affiliated with Extension?
  • Decide whether to keep or remove the image: If the image is no longer appropriate, remove it from the page (do not delete it from the Media Library). If you would like the image permanently removed from the Media Library, contact the Extension Web Team and provide a list of the files to be deleted.
  • Review images in photo galleries: Apply the same decision-making process to images within galleries on any page flagged for ALT text remediation.
  • Save ALT text in the Media Library: If the image will remain in use, add or update the ALT text in the Media Library. After saving, refresh your dashboard and re-open the image to confirm the ALT text has been properly saved.
Tips: Write Clear, Purposeful ALT Text
  • Reinsert the image on the page: Go to the page where the image appears:
  • Remove the existing image block
  • Re-add (re-import) the image from the Media Library
  • Double-click or open block settings to confirm the ALT text is applied correctly

Write Clear, Purposeful ALT Text

  • Keep descriptions concise (typically 5–15 words)
  • Focus on the purpose of the image, not every detail
  • Avoid phrases like “image of” or “picture of”
For simple images (photos or illustrations):
  • Describe the main subject and action
  • Example: “Extension educator demonstrating soil testing”
For graphics with embedded text:
  • Include the key message or visible text
  • Ensure the same information is also available in nearby page content
For logos:
  • Use the organization or program name only
  • Example: “University of Maine Cooperative Extension logo”
For infographics or complex visuals:
  • Add a more detailed explanation (without mention of artwork in graphic) within the caption of the graphic or on page content if needed
  • Provide a reference to the caption or content on the page in ALT text field
  • For example: “Refer to the caption for full descriptive text of this infographic.”
Avoid overly long ALT text
  • If the description becomes more than a sentence or two, move additional detail into the main page content.
  • Simply put: let an image be an image—avoid posting graphics of fliers on a page. Instead of uploading a flier as an image, move that content into the main page so it is fully accessible and easier to read.
Mark decorative images appropriately
  • If an image does not add meaning, leave ALT text empty (null ALT) so screen readers skip it.

Checklist

  • Review scan report for heading issues: Locate pages flagged for heading structure or formatting issues (e.g., skipped heading levels, improper use of bold text instead of headers)
  • Open the page(s) identified in the report: Use the provided URLs to navigate directly to the affected pages in the CMS.
  • Scan the page structure visually: Look for common issues such as:
  • Bolded text used as a “header” instead of an actual heading block
  • Headings out of order (e.g., jumping from H2 to H4)
  • Missing section breaks or unclear content organization

Remediate Heading Structure and Formatting

  • Apply proper heading styles: Replace bolded paragraph text with the appropriate heading block (H3, H4, etc.) using built-in styles.
  • Follow a logical heading hierarchy
  • H1 = Banner header (already built in)
  • H2 = Page or Post Title (already set)
  • H3 = Start page content here
  • H4 = Subsections under H3
  • H5 = As needed for deeper structure
  • Repeat structure as needed (return to H3 for new sections)
  • Avoid skipping heading levels: Ensure headings progress in order (H3 → H4 → H5), without jumping levels.
  • Break up long sections of text: Use headings to organize content into clear, scannable sections.

Heading Accessibility Tips

  • Start every new page with an H3: Maintain consistent heading levels across all pages.
  • Do not use bolded paragraph text for headers: Bolded text isn’t a real header.
    • Screen readers rely on proper heading tags to navigate content, so using bold alone reduces accessibility and usability.
  • Use regular paragraph text for introductory and body paragraphs: Avoid applying header styles to full paragraphs.
    • Doing so doesn’t improve legibility, can confuse screen readers, interferes with search indexing, and doesn’t adjust well on mobile.
    • Default fonts and styles are already optimized for accessibility and mobile responsiveness.
  • Use header styles as provided: Do not change the color or size. Default styles are built for accessibility and mobile responsiveness.
  • Think of headings as an outline: Structure content like a document or presentation, keeping sections focused and clearly labeled. Headings should describe the content that follows.
  • Use clear, simple language in headers: Avoid jargon, acronyms, or technical terms when possible. Define new or unfamiliar terms, on the page, clearly and be consistent in terminology throughout the page.
  • Avoid true ALL CAPS in headers and body text: Screen readers may read all-caps letter by letter. (UMaine-branded headings on the website styled as uppercase are still accessible. For further explanation, check in with Extension’s Web Team.
  • Use underlining only for links: Avoid underlining non-linked headers as well as body copy. Use bold or italics (italics, sparingly) for emphasis instead.
  • Build accessibility into your workflow: Apply heading styles and lists correctly when creating or editing content—don’t wait for a scan report to catch issues.
  • Re-check after updates: After editing a page, quickly review heading structure, formatting, and text clarity to ensure accessibility and hierarchy remain intact.

Links

Accessible links help everyone—especially people using assistive technology—understand where a link will take them. Instead of using generic phrases like “click here,” raw URLs, or plain text email addresses, write clear, descriptive link text and ensure email addresses are clickable. As you add or review links, take a moment to consider what a screen reader will announce to someone who can’t see the page, and how much more useful it is when users are told exactly where a link will lead.

When including contact information, avoid embedding email links within a person’s name. Instead, present the email address as its own clearly labeled, clickable link, and also display the full email address in text so it’s available to users who may not be able to use clickable links due to their device, settings, or assistive technology.

When you identify an issue, whether on a page or in a scan report, update the link so it’s clear, meaningful, and easy to use. These small changes significantly improve both accessibility and the overall user experience.

  • Write descriptive, meaningful link text using clear words and phrases that tell users exactly where the link will take them. Avoid “click here” language and replace raw URLs with readable, purposeful text that improves both usability and search engine understanding. For example:
  • Avoid embedding email links in a person’s name, instead present email addresses as clearly labeled, clickable links, and include the full address in text for accessibility.

Checklist

  • Review the scan report for flagged color contrast issues.
  • Note areas outside your control (e.g., light gray footer text). Staff do not need to remediate these—UMS-IT will handle them in coordination with the Extension Web Team.
  • Identify issues you can address:
  • Page text over colored backgrounds
  • Section or block backgrounds that make text hard to read
  • Tables, charts, or other structured elements with low contrast
  • Graphics or images that have poor contrast

Color Contrast Remediation

  • Adjust text or background colors to improve contrast.
  • Ensure backgrounds are light enough for dark text.
  • Avoid large blocks of text over color.
  • Only use reversed text (white) over solid dark backgrounds.
  • Use a color contrast checker to confirm compliance.
  • Ensure text is readable against the background
  • For graphics and images:
    • Remove non-essential graphics with poor contrast
    • For essential graphics, contact the Extension Web Team to coordinate remediation with the correct entity (designer, vendor, etc)
  • Document all changes made for future reference and audits.

Tips for Maintaining Color Contrast Accessibility

  • Avoid using color alone to convey meaning: Do not rely on color to emphasize or distinguish important information in headers or body text.
  • When unsure, default to a white background behind text for maximum contrast.
  • Apply fixes consistently across all pages and templates you manage.
  • Incorporate accessibility checks into your regular content maintenance workflow, rather than waiting for scan reports.
  • Remember, some issues (like template colors or footer text) are handled centrally—focus on items you can control.

Work with the Extension Web Team

Accessibility Review for Documents in Resources Before SharePoint Upload

Ensuring accessibility should start at the very beginning of the document creation process. Whether you are working in Microsoft Word, Google Docs, Spreadsheets, Canva, or InDesign, building accessibility into your documents before exporting to PDF makes them easier for everyone to use.

Use each platform’s built-in accessibility tools to check your work, following the same principles as web content: include descriptive alt text for images, apply headers in a logical reading order, ensure sufficient color contrast, and structure tables clearly.

All documents must be fully ADA-compliant before they are uploaded to SharePoint or shared on any digital platform.

Staff should not remove any documents from Resources or the Media Library until they have met with the Extension Web Team to ensure removal will not break links elsewhere on the site.

The Web Team is primarily responsible for uploading documents to SharePoint and will ensure that only fully accessible, compliant files are uploaded.

Checklist: Building Accessibility from the Start

Create accessible documents in your platform:

  • Microsoft Word: Run the built-in Accessibility Checker.
  • Google Docs: Use accessibility settings and verify screen reader support.
  • Canva: Use accessibility features and check color contrast.
  • InDesign: Use the PDF Accessibility Checker (Tags panel), add alt text, and tag headers (H1, H2, H3) to ensure logical reading order.
  • Spreadsheets: Apply headers, add descriptive alt text, set a logical tab order, ensure sufficient color contrast, and avoid merged cells.

Generate and check the PDF:

Key Topics to Remember

  • Images: Add descriptive alt text.
  • Headings and Reading Order: Maintain a logical hierarchy.
  • Color and Contrast: Ensure sufficient contrast for readability.
  • Tables: Structure clearly for accessibility.
  • Links and Navigation: Provide meaningful link text.
  • Lists: Use built-in bulleted or numbered lists.
  • General Formatting: Avoid styling that reduces accessibility.
  • Adobe Acrobat: Verify PDF accessibility before upload using Create and verify PDF accessibility (Acrobat Pro).

Working with the Extension Web Team

If you have documents that need to be reviewed or remediated for accessibility before moving to SharePoint, contact the Extension Web Team.

They can guide you through the process, provide support, and ensure all uploaded documents meet ADA standards. By building accessibility from the start and performing final checks, we can ensure that all resources are usable and accessible to everyone who relies on them.

Schedule a Meeting with Us

If you have questions primarily related to your programmatic or county websites’ accessibility, please submit your request to meet or question using the form, indicating “Website Help” on the Extension Communications and Marketing: Submit a Request page.

  • Our team will follow up within 48 hours.
  • You will receive a confirmation email with a copy of your request. Reply to that email if you need to add updates or provide additional information.

2026 Thursday Website Workshops: Staff Q&As

Jump to section

Clean and Remediate: Five Weeks to Better Websites

An intentional effort to tidy and improve all Extension websites, leading up to April 24, 2026, and beyond…

Extension’s Web Team, Michelle Snowden and Matt Thomas, will be offering two focused sessions each Thursday for the next five weeks, March 26 to April 23, 2026:

  • Morning (with Matt): Content cleanup across draft pages and posts, and Events
  • Afternoon (with Michelle): Web accessibility improvements, including:
    • ALT text for images
    • Header hierarchy
  • PDFs and other documents will be addressed after the April 24 deadline as we prepare for their transition to SharePoint.

March 24, 2026: Accessibility scan reports will soon be available for each of our 54 sites will be shared with all listed site editors soon.

For sites without additional editors, Matt and Michelle will handle cleanup and remediation.

A Note from UMaine

UMaine reserves the right to remove any web content or pages that are not accessible by April 24, 2026. Completing accessibility updates is critical to keeping content live and ensuring all users can access our programs.

Extension’s web editors will play a key role: Their assistance will be crucial in remediation of the web content that they’ve developed over the years and will help us meet compliance, avoiding content removal, and making our digital materials inclusive for everyone.

Please ensure that this work can be prioritized in the coming weeks!

Register for a Thursday Session or Request a “One-on-One” Work Session

Thursday a.m.
Thursday p.m.
Request Session
an open laptop with a woman with broom and dust pan cleaning up the site

Clean, Organize, and Update Your Website

Join Matt Thomas, Extension’s Web Professional, for a five-part Thursday morning Zoom series on cleaning up outdated pages, drafts, and event posts.

Thursdays,
11 a.m.-12:00 Noon
March 26–April 23

Register via Zoom

Each session includes a short presentation plus Q&A, with the final session, on April 23, reviewing updated DubBot scan reports.

Attend one or all sessions, register once, and pick the dates that fit your schedule.

All sessions will be recorded and shared throughout the five weeks, as Q&A discussions may vary and offer additional insights to staff questions.

a worker using tools to fix or remediate issues on an open laptop (illustration)

Remediate and Boost Your Website’s Accessibility

Join Michelle Snowden, Extension’s Webmaster, for a five-part Thursday afternoon Zoom series on improving website accessibility.

Learn how to write and add effective ALT text, structure headers properly, and address color contrast issues.

Thursdays,
2:00-3:00 p.m.
March 26–April 23

Register via Zoom

Each session includes a brief presentation and Q&A, with the final session, on April 23, reviewing updated DubBot scan results.

Attend one or all sessions, register once, and pick the dates that fit your schedule.

All sessions will be recorded and shared throughout the five weeks, as Q&A discussions may vary and offer additional insights to staff questions.

Clean and Accessible: Kick Off of Thursday Website Workshops

Thursdays, March 26–April 23

Sessions, so far, have been lively, featuring a balanced mix of presentation, informal exchanges, and engaging Q&A discussions. The Web Team has collected the questions and answers from these sessions and compiled them into a comprehensive resource that all staff web editors can easily access.

Your Questions, Our Responses

title slide with text: "Clean It Up: Keeping Your Website Organized, Current and Easy to Use - Morning of March 26, 2026"
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Need Extra Assistance From Our Team?

If you’d like a one-on-one discussion or step-by-step work session with a member of Extension’s Web Team, submit your request through the form on the Extension Communications and Marketing: Submit a Request page.

  • Our team will follow up within 48 hours of submission.
  • You’ll also receive a confirmation email with a copy of your request—please reply to that message if you need to add updates or additional information.