Content governance policy

A Contributor is responsible for their information on the website but doesn’t update the website themselves.

Responsibilities

• Submit Web request for content updates
• Work with Publishers and sometimes Editors and Administrators to update and maintain information.

A Publisher is responsible for their information on the website and can only update that content on the GOSS CMS. They need to ask an Editor or Administrator to update any other content on the website.

Responsibilities

Governance:

• Accountable for accuracy and completeness of information of assigned content.

Operational:

• Manage day-to-day operation, updates and corrections of assigned content
• Ensure content, including text, pictures, videos and documents, whether posted themselves or with the assistance of other Publishers, is in accordance with the Council’s guidelines and accessibility standards
• Conduct regular (minimum every six months) reviews of content to ensure content is accurate
• Request web analytics reports via Web request form
• Liaise with Administrators to suggest changes to taxonomy, structure, branding, design, navigation, styling, and related areas.
• Share ideas, requests, problems and concerns with Administrators.

Support:

• First point of contact with Contributors for content related to their area of work
• Work with Administrators when changes to content structure are required (information architecture, navigation, taxonomy, terminology and other relevant topics).

Training:

• Benefit from training on web standards (CMS, writing for the web, accessibility, analytics, SEO and other relevant topics)

Direct colleagues to the Web request form if they wish to have access to the CMS or change their permissions.

An Editor is responsible for their area of work on the website. They can manage, move and change that content on the GOSS CMS. They also help Contributors and Publishers with requests and work with Administrators to maintain and develop the whole website.

Responsibilities

Governance:

• Responsible for the accuracy and completeness of information related to their area of work
• Support development, implementation and promotion of content standards, policies and processes.

Operational:

• Able to publish, rename, move, remove and archive a page and associated friendly URL within area of work
• Work with Administrators to create, rename, move, remove and archive one or multiple pages and associated friendly URLs
• Conduct regular (minimum every six months) reviews of content to ensure content accuracy
• Edit content as needed for accuracy, clarity, grammar, spelling, usage, website best practices, accessibility compliance and style, as well as to conform to Council naming conventions and branding
• Monitor content within area of work and regularly produce web analytics reporting
• Liaise with Administrators to suggest changes to taxonomy, structure, branding, design, navigation, styling and other relevant topics
• Share ideas, requests, problems and concerns with Administrators.

Support:

• Work with Contributors when necessary to update and maintain information within area of work
• Direct Publishers to the Web request form if they wish to create, move, remove, rename and archive one or multiple pages and associated friendly URLs
• Work with Administrators when changes to content structure are required (information architecture, navigation, taxonomy, terminology, and other relevant topics).

Access and training:

• Direct colleagues to the Web request form if they wish to have access to the CMS or change their permissions

Benefit from training on web standards (CMS, writing for the web, accessibility, analytics, SEO, and other relevant topics).

The Administrators are responsible for managing the whole website and making sure it works and meets standards and regulations. They prioritise requests and updates and provide training for publishers and editors.

Responsibilities

Governance:

• Final arbitrator for decisions regarding content posted to the websites, website governance and standards
• Responsible for the ongoing, strategic development of the Council’s websites
• Inform leadership of strategic-level projects and plans
• Shape content standards, processes and policies, promotes and ensure their application.

Operational:

• Manage overall administration and operational maintenance of the CMS and subsequent websites
• Govern content structures of these websites (information architecture, navigation, taxonomy, terminology, and other relevant topics)
• Develop and maintain web content based on user’s needs and organisational objectives
• Edit content changes as needed for clarity, grammar, spelling, usage, accessibility compliance and style, as well as to conform to Council naming conventions and branding
• Monitor web content and regularly produce web analytics reporting
• Escalate content structure issues with supplier as necessary.

Support:

• Primary contact for matters relating to significant content changes
• Manage submitted web requests and decide what actions to take
• Advise and support services, departments and Council’s partners on their content
• Provide dedicated support to Editors, Publishers and Contributors to ensure best practice including compliance
• Act as support when Editors and Publishers are unavailable for web updates.

Access and training:

• Manage access and permissions to the CMS
• Maintain a current list of designated Administrators, Editors, Publishers and Contributors

Ensure appropriate guidance and training on good practice and legal obligations is available to Editors and Publishers and Contributors.

If you’re a Contributor, you need to contact the Publisher responsible for your content. If you don’t know who that is, you can submit a web request and an Administrator will get back to you.

If you’re a Publisher, you are responsible for editing your assigned content on the GOSS CMS. If you would like to update something that you don’t have access to, you can submit a web request and an Administrator will get back to you.

If you’re an Editor, you are responsible for editing content that is in your area of work. If not in your area of work, redirect the required update to the correct Publisher or Editor or contact an Administrator by email (web@renfrewshire.gov.uk).

If you’re an Administrator, you should redirect content updates to the correct Publisher or Editor. If content has not been assigned to a Publisher or Editor, you should edit this content.

If you’re a Contributor, you don’t have permissions to create, rename, move, remove or archive a page or multiple pages. You need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you don’t have permissions to create, rename, move, remove or archive a page or multiple pages unless specified otherwise. You need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you can create, rename, move, remove and archive a page or multiple pages that is within your area of work. Before you make this change, you should notify Administrators by email (web@renfrewshire.gov.uk). Please include details of the friendly URL if you would like to use one.

If you’re an Administrator, you can create, rename, move, remove and archive a page or multiple pages and associated friendly URL across the websites.

If you’re a Contributor, you don’t have permissions to publish a video online. You need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you don’t have permissions to publish a video online. You need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you can publish a video online. If you need advice, please contact an Administrator.

If you’re an Administrator, you can publish a video online and give YouTube access to Editors.

If you’re a Contributor, you don’t have permissions to create a web report. You need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you don’t have permissions to create a web report. You need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you have permissions to create and manage web reports on Google Analytics.

If you’re an Administrator, you have permissions to manage web reports and give Google Analytics permissions to Editors.

If you’re a Contributor, you don’t have permissions to manage access and permissions to update the website. You need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you don’t have permissions to manage access and permissions to update the website. You need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you don’t have permissions to access and permissions to update the website. You need to submit a web request and an Administrator will get back to you.

Only Administrators can set up accounts and give permissions on the CMS.

If you’re a Contributor, you need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you do not need to provide training and web advice. You should direct Contributors and Publishers to the web request form. If you need training or web advice, please contact Administrators by email (web@renfrewshire.gov.uk).

If you’re an Administrator, you are responsible to provide training and web advice to Editors, Publishers and Contributors.

If you’re a Contributor, you need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you are responsible for fixing content issues that are in your area of work. If not your area of work or if this is a technical issue, you need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you are responsible for fixing content issues that are in your area of work. If not in your area of work, redirect the required update to the correct Publisher or Editor. If this is a technical issue, contact an Administrator by email (web@renfrewshire.gov.uk).

If you’re an Administrator, you should redirect content issues to the correct Publisher or Editor. If content has not been assigned to a Publisher or Editor, you should fix the content issues. If the issue is technical, you are responsible for fixing it.

If you’re a Contributor, you need to submit a web request and an Administrator will get back to you.

If you’re a Publisher, you need to submit a web request and an Administrator will get back to you.

If you’re an Editor, you need to contact an Administrator by email (web@renfrewshire.gov.uk).