Web Standard: File Links, Formats, and PDF Guidelines

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Note

All EPA public and internal content pages and web applications are required to follow this standard.

General Guidelines:

  1. These standards apply to both internet and intranet sites.
  2.  All files, regardless of format, must be scanned for viruses before being posted.
  3. Only use file formats that adhere to the EPA’s Terms of Service agreements.
  4. Ensure all documents, especially PDFs, are accessible per Section 508. If accessibility cannot be ensured, provide alternative formats or contact information for assistance.

Standard Web Formats and Proprietary File Formats

Related Information

Definitions:

  • Standard Formats: The primary formats for publishing information online are HTML and PDF.
  • Proprietary Formats: Examples include DOCX, XLS, PPT, and ZIP files. These formats should only be used when necessary, such as providing editable forms or software installation files.
  • File link: A link to a non-HTML webpage, such as PDF, Word, Excel, PowerPoint, and ZIP files. Any link that does not point to an HTML page is considered a file link.

Requirements:

  1. Use of Proprietary Formats: Proprietary formats should only be used when necessary. If used, include a disclaimer for the required software.
    • Option 1: Display a multipurpose box stating: "You may need additional software to view some of the links on this page. See EPA’s Free Viewers and Readers page."
    • Option 2: Use an inline disclaimer with each file link: Example: Document Title (DOCX)
  2. Terms of Service: Only use file types that comply with EPA’s Terms of Service agreements, negotiated at the agency or federal level.

Link Format:

  • When linking to proprietary formats, use this structure: <link>Document Title (DOCX)</link>.
  • File Extension Indicators: All websites must include file extension indicators for non-HTML links. The file type (e.g., PDF, DOCX) must be displayed next to the link text.
  • Example File Link Formats:
    • Word Document: My Office 2016 Word Document (docx)
  • Exemptions:
    • No waivers for file link marking.
    • Icons resembling the Font Awesome file icons can be used instead of text, but consistency must be maintained (use either icons or text descriptors, not both).

PDF Specifics:

Related Links
Section 508

PDFs are required by law to meet Section 508 accessibility requirements. Occasionally, a PDF may not meet those requirements (e.g., too technical, mathematical formulas, maps or other images).  In rare cases like this, the PDF can be accompanied by contact information for users in need of accommodation.

  • If you are posting a non-accessible (not 508 compliant) PDF and you are not posting the same content in some other accessible format (e.g. HTML or text), provide contact information. (If you include an email address, follow the EPA standard for linking to email addresses.)
  • You may provide contact information in the same box or paragraph as the long disclaimer.
  • Contact information is a phone number or an email address where a person could get help with a document, primarily for purposes of accessibility.
  • Possible contacts include your library, public information center, public affairs office or the person who created the document. Whatever information you provide, the document should be traceable back to the program office which produced it.

Definitions:

  • PDF: Adobe Portable Document Format (PDF), with a .pdf extension.

PDF Link Guidelines:

  1. Linking Format: When linking to PDFs, follow this format: <link>PDF Title (pdf)</link> (size in KB or MB).
    1. Example: Care For Your Air: A Guide to Indoor Air Quality (pdf) (2 MB)
  2. WebCMS Tools: For websites using EPA’s WebCMS, the system automatically appends the necessary file type and size to PDF links when using the "Add Media" tool in the WYSIWYG editor.
  3. Internal PDFs: Avoid linking to non-public PDFs. If necessary, mark the link with "(internal link)" to inform users.

Section 508 Accessibility Requirements:

  1. PDFs must comply with Section 508 accessibility standards. Non-compliant PDFs (e.g., highly technical documents) must include contact information for accessibility support. This may be a phone number, email address, or the contact information of the program office (or a qualified point of contact) responsible for the document.

Browser Behavior for PDFs:

  • PDFs should open in the browser by default, without forcing a download. If necessary, follow the appropriate standards for opening PDFs in new windows or tabs.

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About this Standard

Original effective date: 02/13/25
Last approved on: 02/13/25
Web Council review by:  02/13/28 (or earlier if deemed necessary by the Web Council)

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Last updated on February 20, 2025