The Internet is a dynamic and constantly changing environment. You should only keep information that is accurate and frequently used available on your site, unless it is legally mandated. Please consult Procedure 20-4 - Record Retention Periods for more information on how long data should be archived.
In this step, you will take your content inventory and create a new version of it that will focus on the needs of your users. Designing the content of a site to match the user’s need is a key strategy at the University. In order to do this, add three new columns to your spreadsheet: one for the role responsible for maintaining the content, one for whether or not the content is accurate or not and one for whether or not it is useful. Go through your content inventory and ask your team the following questions:
- Does this information play a part in accomplishing the objectives of my site?
- Will my users actually read this content and take something away from it?
- Is this content legally required to be on my site?
- Is the content available on another, more centralized site that I could link to?
- Is the information accurate and well written for the web?
- Who is responsible for maintaining this content?
If, in considering these questions, a section of content is not required or can be centralized, it should be removed from your site (mark as “No” under “Useful”) and the existing content should be archived. Only content that is relevant, unique, accurate and useful should be kept in this second iteration of your content inventory. If your content requires a rewrite to be more accurate or better suited for the web (see the later section on Writing for the Web), mark it as “No” underneath the “Accurate?” column. Finally, for content you are writing, note the person responsible for generating the content in the appropriate column.
There may be new content that needs to be added to your site during this process in order to meet your goals. While these may not be included in the migration process itself, add them to your content inventory anyways in order to track them and implement them later.
You may also want to adjust the hierarchy of your site at this point. A good site hierarchy, also referred to as a sitemap, will organize pages into a consistent structure that is useful to the user (but not necessarily true to the organization). A new user who is unfamiliar with their site should easily be able to execute common tasks. If you are ever unsure of whether or not what you are doing is the best strategy, we recommend user acceptance testing (UAT) as the best strategy for finding out more about what your users would find most beneficial. With UAT, you would present a mock-up of the element you are trying to test (e.g. index cards representing menu options) and ask a number of users to perform a task. Note if and where they struggle to complete the task; this will help you to identify the problem areas with your information. UAT results can be very persuasive for making changes that will improve the user experience on your site. For best practices on how to get the most out of your site navigation in Drupal, contact the Web Communications team in the Communications Directorate.
|Case Study: Creating and pruning a content inventory|
Here is a short excerpt from the Department of Game Development’s revised content inventory. For brevity, the French columns have been omitted. The first three columns would have been generated in Step 2 and the last three in Step 3. In this example, it has been determined by the content owners that the About the Department page is providing little useful content to the user and that the content for Why Study Game Development needs to be rewritten.
Page Title (EN)
Page URL (EN)
About the Department
Programs of Study
PC Game Development
Steam Game Development
Video Game Development
Why Study Game Development