The Digital Asset Inventory is a tool that helps you understand what files exist on your website and where they are being used.
It allows you to:
The inventory does not change content automatically. It provides visibility so you can make informed decisions.
The Digital Asset Inventory works with Drupal 10 and Drupal 11.
Your site administrator is responsible for system requirements. Content editors do not need to take action.
Over time, most websites collect files that are outdated, unused, or forgotten.
This tool helps you:
The inventory tracks both files stored on your site and links to external resources.
Examples include:
External items are tracked for awareness, even though the site does not control them.
Access is controlled by permissions.
If you cannot see a page or perform an action:
Contact your site administrator and explain what task you are trying to complete.
The tools you should use depend on your role and the type of content you are working with. Some professional tools require a license and are typically used by technical teams or accessibility specialists.
Yes. Even in a multisite environment, the Digital Asset Inventory works one site at a time.
While multisite websites may share the same underlying code, each website has its own content and database. When the Digital Asset Inventory is enabled on a site, it scans only that site's pages and files.
This ensures that file usage and archiving decisions are accurate for each individual website.
Each website manages its own content.
A document might be used on one site but not used on another — even if the sites share the same system behind the scenes.
Enabling the tool separately on each site ensures:
No.
Even if multiple websites share the same code or file storage location, the Digital Asset Inventory only looks at how files are used within the current website's content.
Because of this, inventory results and archiving decisions are always made at the individual site level.
You should run a scan whenever files or content change.
Recommended times include:
Scanning reviews files and site content.
Scan time depends on:
Longer scan times are normal for large sites.
Common reasons include:
Running a new scan usually resolves this.
These labels describe how a file or asset was added (shown in the "Location" column).
All items are tracked the same way in the inventory. External items are included for awareness, even though they are not controlled by the site.
Yes, if you have permission and the file is not in use.
Before deleting:
Deleting a file permanently removes it from the site.
Files can be referenced in places that are not obvious.
Examples include:
Use the inventory's usage information to locate where the file appears.
No. The inventory reflects the last scan.
After replacing a file:
System generated files such as styles, thumbnails, and scripts are excluded automatically.
You do not need to manage these.
The inventory returns to the state it was in at the time of the backup.
After restoring:
No. The Digital Asset Inventory does not track SVG code that is embedded directly in HTML content (inline SVGs).
What counts as an inline SVG:
{% include %} or {{ source() }} functionThese are part of the page markup, not separate files, and are not detected by the scanner.
The inventory tracks SVG images that exist as files in Drupal.
| SVG Type | Tracked? | Example |
|---|---|---|
| Uploaded via Media Library | Yes | A logo uploaded as a Media item |
| Uploaded via file field | Yes | An SVG attached to a content type’s image field |
| Uploaded manually (FTP/SFTP) | Yes | An SVG in /sites/default/files/ |
| Inline SVG in HTML | No | <svg>...</svg> pasted into CKEditor |
| SVG in theme template | No | An icon rendered by a Twig template |
Key distinction: If the SVG has a file URL (for example, /sites/default/files/logo.svg), it is tracked. If it is embedded directly as markup, it is not.
Inline SVGs are not separate digital assets—they are part of the HTML document itself.
Technical reasons:
Practical reasons:
Yes. All SVG images—whether inline or file-based—must meet WCAG 2.1 AA accessibility requirements when used as meaningful content.
aria-hidden="true" to hide from assistive technology<title> element to provide an accessible namerole="img" when appropriateNote: The Digital Asset Inventory does not track inline SVGs, but your accessibility review process should still include them.
Upload an SVG file when:
Use inline SVG when:
Recommendation: For content-managed images that need tracking and potential archiving, upload as a file. For theme decorations and UI icons, inline embedding is appropriate.
Yes. YouTube and Vimeo videos added through the Media Library's "Remote Video" media type are tracked in the inventory.
How remote videos appear:
Note: Remote videos added via Media Library are different from YouTube URLs pasted directly in content:
| Method | Location | Tracked As |
|---|---|---|
| Media Library → Remote Video | Media | Media entity |
| URL pasted in CKEditor | External | External link |
Both methods are tracked, but Media Library videos have additional metadata like the media title and can be managed through the Media Library interface.
The file size column shows "-" (dash) for assets that don't have a local file:
These assets are tracked for compliance purposes, but since there's no local file, there's no file size to report.
When you view the usage details for any asset, you'll see an Embed Type column that shows how the asset is embedded in content. This column appears for all asset types (documents, images, videos, audio, external assets):
| Embed Type | Meaning |
|---|---|
| Media Embed | Embedded via CKEditor's media button () |
| Field Reference | Referenced via an entity reference or file field |
| HTML5 Video | Raw tag in content |
| HTML5 Audio | Raw tag in content |
| Text Link | Hyperlink to the file in text content |
| Inline Image | Inline tag in text content (not via Media Library) |
| Object Embed | Legacy tag in text content |
| Embed Element | Legacy tag in text content |
| Text URL | External URL found in text content |
| Link Field | URL from a Drupal Link field |
| Menu Link | Link in a navigation menu |
For video and audio assets specifically, additional Accessibility Signal columns show detectable features:
| Column | Meaning |
|---|---|
| Controls | Are player controls present? |
| Captions | Are captions or subtitles available? |
| Transcript | Is a transcript link detected nearby? |
Signal values:
Note: The Controls, Captions, and Transcript columns only appear for video and audio assets. Image assets show an Alt Text column instead. The Embed Type column appears for all asset types.
Yes. The File Name search field searches both file names and URLs. This means you can find external assets by typing part of their URL.
Examples:
This is useful for finding all external assets from a particular service or domain.
The scanner detects files referenced through several types of HTML tags in text content. The scanner uses a universal sites/[^/]+/files pattern that works across all Drupal installations (default, multisite, Site Factory). Examples show the default /sites/default/files/ path:
| HTML Tag | What It Finds | Example |
|---|---|---|
| Links to files | Download | |
| Inline images | ||
| Video embeds | ||
| Audio embeds | ||
| Legacy object embeds | ||
| Legacy embed elements | ||
| CKEditor media embeds | Media embedded via the media button |
The scanner also detects files referenced through:
Files that are only referenced in theme templates, custom code, or JavaScript-loaded content are not detected by the scanner.
Orphan references may temporarily appear after content is deleted. Drupal cleans up unused paragraph components in the background.
If a scan runs before that cleanup completes, the orphan references will appear. Once Drupal finishes removing the unused components, they will no longer show in future scans.
This is expected behavior. The inventory always reflects the current state of the site at the time of the scan.
Another scan is actively running — either in another browser tab, by another administrator, or from a previous session. Only one scan can run at a time. Wait for the current scan to finish, or check with other administrators. The message shows "last activity X ago" so you can gauge whether the scan is actively processing.
No. If you navigate away during a scan, partial results are preserved. When you return to the scan page, you'll see one of two messages:
Your existing inventory data remains intact until a scan successfully completes.
If the scan page shows "A scan is currently in progress" but the "last activity" time is more than 2 minutes ago, the system will automatically detect the scan as interrupted. Refresh the page — you should see Resume Scan and Start Fresh Scan buttons. Click Resume Scan to continue from the last completed phase, or Start Fresh Scan if you prefer to start over.
This can happen if you refresh the scan progress page. The browser is asking whether it should re-submit the original form, which sounds alarming but is safe. If a scan is already running (in this or another tab), the system will not start a second one — it will show a message that a scan is in progress and disable the button. You can safely click Cancel in the browser dialog to dismiss the warning, or click Continue — either way, the running scan is not affected.
No. Scanning runs in the background and does not change any content visible to visitors. The scanner reads content to build the inventory — it never modifies pages, files, or media. Visitors can browse the site normally during a scan.
The scanner processes managed files, filesystem files, content fields, media entities, and menu links across the entire site. Sites with more assets, content, and complex structures naturally take longer to scan.
Typical scan times:
Actual times may vary depending on hosting environment, site complexity, and server performance.
If a long scan is interrupted, use Resume Scan to continue from where it left off rather than restarting.
I ran a Digital Asset Inventory scan and it did not complete. What happened?
In some cases, the scan may not complete if your site has some other issues or server errors.
What should I do if the scan fails?
Please contact your Site Administrator. They can:
You do not need to disable anything yourself.
Will this affect ADA compliance or archive features?
No. This issue does not affect:
It only affects the completion of the scan process.
Active Usage means the asset is currently being used on one or more pages on the site.
If an asset is in use, it cannot be deleted.
If an asset is being used on a page, the system prevents deletion to avoid breaking the site.
Remove the asset from those pages first. Once it is no longer in use, it can be deleted.
This means the file is referenced by an older version of a content component (paragraph) that is no longer part of any current page. The file is not actively in use.
You can safely proceed with deletion. The warning is informational — if someone reverts the content to an older revision, the image would be missing.
External assets are links to content hosted on another website. They are not stored on this site, so they cannot be deleted here. To remove one, edit the page where it appears and remove the link.
Orphan references come from content components that are no longer attached to any active page.
They do not appear on the site and do not count as active usage.
Yes.
If there is no active usage, the asset can be deleted even if orphan references exist.
Orphan references are cleaned up automatically.
No.
Orphan references are not connected to any active page. Deleting the asset will not affect visible content.
Orphan references help identify leftover content components that were not fully removed. This improves site cleanup and reporting accuracy.
They are removed automatically during the next scan or cleanup process.
No action is required.
Some assets may have automatically created preview images.
These do not prevent deletion. If the main asset is deleted, related previews are removed as well.
Under ADA Title II (updated April 2024), archived content is exempt from WCAG 2.1 AA requirements if all of the following conditions are met:
/archive-registry subdirectory)If a Legacy Archive is modified after the deadline, the ADA exemption is automatically voided.
The Digital Asset Inventory enforces these conditions:
/archive-registry pathContent archived after the deadline is classified as a General Archive and does not claim an ADA exemption.
Content archived after April 24, 2026 is classified as a General Archive:
Important: If someone requests that an archived document be made accessible, it must be remediated promptly. Archiving removes the obligation to fix everything in advance, but it does not remove the responsibility to accommodate users with disabilities upon request.
See What's the difference between Legacy and General Archive? for a side-by-side comparison.
No.
A file is only archived when it is intentionally archived and removed from active use.
If a document is still linked from a current page, it is considered active and must meet accessibility requirements.
No.
A file is only considered archived when:
Simply placing a file in a folder called "archive" does not qualify.
Yes.
Any change means the document is no longer an untouched historical record and must meet current accessibility standards.
You must provide an accessible or alternative format upon request.
Archiving removes the need to fix everything in advance, but it does not remove the responsibility to accommodate users.
Yes.
Archive pages, lists, filters, and navigation must meet accessibility standards. Only the archived documents themselves may be exempt.
Zombie content is archived material that becomes active again.
This happens when an archived file is linked from a current page. Once linked, it must meet accessibility requirements.
No.
Login protection does not remove accessibility obligations. If people rely on the content for work, training, or services, it must be accessible.
Legacy Archive refers to content archived before the compliance deadline and may qualify for an accessibility exemption.
General Archive refers to content archived after the deadline and does not claim an exemption.
By default, files cannot be archived if they are still in use. This prevents broken links and ensures visitors can access the content they expect.
Default behavior (archive-in-use disabled):
You must:
When archive-in-use is enabled:
Your site administrator can enable archiving of documents and videos that are still referenced in content. When this setting is enabled:
What cannot be archived while in use:
If you see "This file is still in use" and the archive-in-use option is not available, contact your site administrator about enabling this feature in the module settings.
Currently, files must be archived individually so that each decision is documented correctly.
Yes.
You can download reports listing files, usage, and archive records for review or recordkeeping.
External content such as YouTube or Google Docs is archived using a manual entry.
The system records the link and context but does not copy the external content.
The archived page banner only shows contextual notes about archived external resources.
If an archived page links to a Google Doc or YouTube video that hasn't been archived via manual entry, it won't appear in the banner notes. This is because:
To include an external resource in the status notes:
Existing archived external resources remain fully functional:
Disabling Manual Archive Entries only prevents creating new manual entries. It does not affect existing archives.
No. External resources can only be archived through manual entries.
If you need to archive a Google Doc, YouTube video, or other external URL:
No.
Archiving is a classification, not a storage action. Files remain where they are.
Editing archived content changes its status.
Any content that previously qualified for an exemption permanently loses that exemption once edited.
This applies to documents and videos archived through the Digital Asset Inventory (PDFs, Word documents, Excel files, videos, etc.).
The system detects file modifications by comparing the file's checksum (a digital fingerprint) against the original. If someone replaces or edits the actual file on the server, the system notices the change.
Legacy Archive (before deadline):
| What Happens | Result |
|---|---|
| File is replaced or modified | Status becomes Exemption Void |
| Shows "Integrity Issue" warning | |
| Removed from public Archive Registry | |
| ADA exemption is permanently lost |
This is an ADA compliance violation. The modified content must now meet WCAG 2.1 AA accessibility standards.
General Archive (after deadline):
| What Happens | Result |
|---|---|
| File is replaced or modified | Status becomes Archived (Deleted) |
| Shows "Integrity Issue" warning | |
| Removed from public Archive Registry | |
| Record preserved for audit |
This is not a compliance violation since General Archives don't claim ADA exemption. The record is kept for tracking purposes.
This applies to web pages and external URLs added through "Add Manual Entry" in Archive Management.
When you edit and save a page that has been manually archived, the system automatically detects the change.
Legacy Archive (before deadline):
| What Happens | Result |
|---|---|
| Page content is edited and saved | Status becomes Exemption Void |
| Removed from public Archive Registry | |
| ADA exemption is permanently lost |
You'll see a warning before saving that explains the consequences. You must check an acknowledgment box to proceed.
This is an ADA compliance violation. The modified content must now meet WCAG 2.1 AA accessibility standards.
General Archive (after deadline):
| What Happens | Result |
|---|---|
| Page content is edited and saved | Status becomes Archived (Deleted) |
| Shows "Modified" warning | |
| Removed from public Archive Registry | |
| Record preserved for audit |
You'll see a warning before saving. This is not a compliance violation since General Archives don't claim ADA exemption.
Yes. To re-archive a file (document, video):
This creates a new archive record with a new UUID. Archive type is based on current date (Legacy or General).
Exception: If the file has an Exemption Void record, the new archive will always be General Archive, even before the ADA deadline. The original voided record remains for audit.
Yes. To re-archive a manual entry (web page, external URL):
This creates a new archive record with a new UUID. Archive type is based on current date (Legacy or General).
Exception: If the URL has an Exemption Void record, the new archive will always be General Archive, even before the ADA deadline. The original voided record remains for audit.
Warning flags indicate issues:
| Flag | Meaning |
|---|---|
| Usage Detected | Content still references this - shouldn't be possible if archived properly |
| File Deleted | Someone deleted the file from the server |
| Integrity Issue | File was modified after archiving (checksum mismatch) |
| Modified | Manual entry content was edited |
| Late Archive | Archived after the ADA deadline |
| Prior Exemption Voided | Forced to General Archive due to prior voided exemption |
If a document shows "Exemption Void" status, it means a Legacy Archive (pre-deadline) was modified after being archived. The ADA accessibility exemption has been permanently voided.
Key points:
How this happens:
What to do:
This creates "zombie content" - an archived file that has returned to active use.
What the module detects:
After the next scan, the archive record will show a "Usage Detected" warning flag indicating the file is now referenced in active content.
What this means for compliance:
| Archive Type | Compliance Impact |
|---|---|
| Legacy Archive | The file is no longer properly archived. Active content must meet WCAG 2.1 AA requirements. The ADA exemption may not apply since the file is in active use. |
| General Archive | The file is being used as active content and should meet accessibility standards. |
The archive status does NOT automatically change. The warning flag alerts you to investigate.
What to do:
- Remove the link from content (keeps the file properly archived)
- Unarchive the file and remediate it for accessibility (if it needs to be active content)
Prevention: Educate content editors that archived files should not be linked from active pages. Consider using the Internal Notes field to document that a file is archived and should not be reused.
Archive it normally. The department's existence doesn't affect archival eligibility.
Best practices:
For the Public Description:
Important: Even if the original department no longer exists, you must still fulfill accessibility requests for archived documents. Ensure your organization has a process for handling these requests.
When a document or video is archived, links to that file throughout your site are automatically updated to point to the Archive Detail Page instead of the direct file. If a page has multiple links to the same archived file, all of them are rewritten.
This happens automatically without any action on your part. Visitors who click a link to an archived file see the archive information page, which explains the content is archived and provides options to download if needed.
Links to images are not changed because that would break page layouts.
The "(Archived)" label tells visitors the link goes to archived content before they click.
This sets expectations and helps users understand they will see archive information rather than download the file directly.
Anyone can view public archived items.
Only items marked as public appear.
You can:
The record remains for audit purposes.
Archive pages include instructions for requesting accessible formats.
Your site must have a process to respond to these requests.
Internal notes document decisions, context, and follow ups.
They are not public and do not affect archive status.
Only users with archive permissions can view notes.
/admin/digital-asset-inventory/archive)The note is immediately saved and cannot be edited or deleted afterward.
Note: You can add notes to items at any status: queued, archived (public or admin), or even terminal states (archived deleted, exemption void).
No.
Notes are permanent to preserve an audit trail. Corrections should be added as new notes.
| Component | When Created | Purpose | Editable? |
|---|---|---|---|
| Initial Note | At archive creation (Step 1) | Original context for archiving | Only via archive edit form |
| Notes Log | After archiving | Ongoing administrative comments | No (append-only) |
Both are displayed on the notes page:
This separation preserves the distinction between the original archiving context and later commentary.
No. Internal notes are excluded from:
Notes are administrative metadata, not part of the archived material or compliance documentation. They exist solely for internal tracking purposes.
Several reasons the Notes link may not appear:
| Situation | Explanation |
|---|---|
| No permission | You need "Archive digital assets" or "View digital asset archives" permission |
| Archive feature disabled | Notes are only available when the archive feature is enabled |
To add notes: You need the "Archive digital assets" permission. Users with only "View digital asset archives" (read-only) can view notes but cannot add new ones.
Contact your site administrator if you need notes access.
Large files are checked in the background. The system completes this automatically.
Some files were originally uploaded with restricted access.
The archive respects those restrictions.
The default deadline is April 24, 2026.
Your organization may adjust this based on policy.
The archive type is determined by the date you complete the archive action, not the upload date.
Generally no.
Archives are paged and optimized like other site content.
Each language version is treated as a separate item.
Each must be reviewed and archived individually.
The notice text is standardized for consistency. Contact your site administrator if you need to request an update.
Your site should provide clear accessibility contact information.