A Quick Primer on Content Governance

Intro here.

What is Content Governance?

Content governance is the structure we place around our people, process, and the policies for maintaining and managing our websites.

Why is Content Governance Important?

Content governance is the only way to ensure consistent messaging, design, and focus our strategic goals for our websites, efficient content production, with clear understand of who does what, and how they do it.

What is our Content Governance Structure?

intro here.

I. Roles

NEED TO DEFINE. Who is onvolved? Anyone that has a role in doing something for the web operations in a routine way such as porducing, reviewing, editing or maintain content or contributing to overall website strategy.

  • Content Contributors
  • Content Owners
  • Department Leaders (Dean, Directors, Chairs, etc.)
  • Web Operations Team (made up of members of Communications, ITS, and the Library)
  • ITS
  • Executive Leadership

II. Responsibilities

NEED TO DEFINE. What does each role do? What are each of the various roles responsibilities? Who issue policies? Who does strategic planning? Who writes content? Who reviews and edits the content? Who posts the content? Who provides training? Who coordinates all of the players? Who evaluates? Who is responsible for compliance enforcement?

  • Content Contributor is responsible for posting content to the website
  • Content Owner has the ultimate responsibility for the accuracy of specific content. For example, the person that owns the financial aid and scholarship information is a content owner of that content
  • Web Operations Team is responsible for training all content owners and contributors and advises on content strategy

III. Relationships

How do the roles interact? On a detailed level, which player interact with each other to do things like obtains edits, approve/reject or publish content? Who gets the final say? What are the checks and balances to maintain the efficiency of the system?

  • Department Leaders set messaging strategy and direct content owners for their unit’s website content but must comply with institutional brand guidleines which are translated by the WOT.
  • Content Owners provide content to the content contributor and approves content prior to publishing but must collaborate with the WOT on technical implementation and content strategy.

IV. Rules

What sypporting policeies, procedures and/or guidelines are required for use by the roles as they write, review, edit, approve/reject and publish content? What are the scenarios that the rules need to be able to address?

  • Content and Style Guidelines detail the stanardized treatment of typical content such as phone numbers and addresses. It may also dictate AP style, tone, voice and treatment of visuals.
  • Web Content Publishing Policy and Procedures outlines the rules for how to publish content to the website and conqeuences for not following the rules. It outlines the workflow of content development from inception to publishing. It also addresses content publishing that is outside the routine workflow such as the process of evaluation, recommendation, and implementation of new sectiions to the IA and why someone needs to technology or development work to happen.

V. Review

How will we measure success? Who manages the process? To ensure the information architecture and publishing process are a) working effectively and b) are maintained over time, what are the key indicators for site performance and who within your organization is ultimately responible?


Three components to the review process

  1. Accountability: making sure people do what they’re supposed to do.
  2. Here’s what you are supposed to do
  3. Here’s how we’ll check to make sure you are doing it
  4. Here’s what will happen if you don’t
  5. Management controls: how do you ensure only authorized staff post, content is accurate and of good quality, etc?
  6. What does content contributors need to accomplish prior to being able to publish content? What workflow controls will be implemented by the CMS to ensure compliance?
  7. Performance measures: make sure the site is doing what it is supposed to do
  8. Is it carrying out the purpose of the site?
  9. Are we meeting the needs of our audience?
  10. Are we communicating effectively?
  11. How will we measure performance? what are the KPIs, usability testing, visit polls, etc?