File Naming | Text Mapping File | Metadata | Important Text | Folder Structure | Image Types
Making images digitally accessible by ADA standards means giving individuals with vision disabilities an alternative way to understand the content of an image. The easiest way to create digital accessibility is by adding alternative text (alt text) to images so that an individual's screen reader can describe the content of the image out loud.
How to add alt text to an image depends on the platform where the image is being used. Some platforms, such as Facebook or Google docs, have an image alt text field that the user can populate during content creation. Other platforms, such as a website, may require the user to code the alt text coded into the html.
Digital accessibility standards (such as WCAG and Title II expectations) focus on whether images become accessible when they are used, not simply how they are stored. Because accessibility depends on how images are inserted into documents, websites, and other tools, there is no universal requirement for a standalone image file to contain alt text within the file itself.
However, universities and public entities are increasingly expected to maintain images in ways that support accessibility when the images are later used. The following practices are recommended for university employees who store and manage image libraries on platforms such as OneDrive and Box.
Use Meaningful, Descriptive File Names
Use file names that quickly communicate the subject or purpose, rather than generic names like IMG_1234.jpg.
Example: 2025-04-10_Honors_Convocation_Speaker.jpg
This helps colleagues locate the correct image and provides a fallback description when images fail to load.
Maintain an Alt Text Mapping File ‑ Text Mapping File (Excel or CSV)
Keep a simple Excel spreadsheet in the image folder containing:
This functions as a searchable appendix, which is recommended by Section 508 training resources.
Add Metadata Where Possible (Optional Support Step)
Some systems allow you to add a title, description, tags, or keywords to an image:
These metadata fields are not used by most assistive technologies, but they help with internal organization, searchability, and digital asset management workflows.
Avoid Storing Important Text Only Inside Images
If an image contains text that is important (dates, event details, quotes), that information must also appear in:
Logos are the main exception to this rule.
Organize Images in a Predictable Folder Structure
Recommended approaches:
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By year → month → event
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By project
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By department
Consistent structure helps teams pair images with the correct descriptions over time.
Use Appropriate Image Types When Creating or Selecting Files
Follow standard WCAG image classifications when preparing alt text for future use:
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Functional images → Description focuses on the action (e.g., “Search button”).
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Decorative images → Should be marked as decorative when used.
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Informational or simple images → Provide concise alt text.
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Complex images (charts, diagrams, artwork) → Provide short alt text plus a long description stored in the spreadsheet.
This ensures images are ready for accessible use in documents, LMS pages, and websites.