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Content editor guidelines - Vic Gov digital guide

Information for Single Digital Presence content editors on your responsibilities, admin responsibilities, workflows and processes. This is a new sentence.

Your responsibilities

Every page must have a content owner. The content editor is responsible for:

  • inputting content into the content management system 
  • your content being factually correct and up to date 
  • your content being approved by your relevant manager according to your departmental processes 
  • your content meeting accessibility standards and digital standards 
  • updating any links to your content that are in other documents (e.g. in forms, within documents) 
  • managing your media items (documents, images, videos etc)  
  • working to reasonable timelines for publishing and resources 
  • advising DDI if you’re no longer responsible for web content and ensuring a replacement content owner is allocated 

Content quality monitoring and content reviews 

The Digital Design and Innovation team monitors all content for broken links, other compliance issues and 'Was this page helpful' feedback to be actioned. 

You will be notified of issues that relate to your content. If issues are not resolved within a reasonable time frame your Director will be provided with a compliance report for further action. 

At a minimum, every page must be reviewed for accuracy every 6 months. If you miss 2 review notifications, your Director will be provided 1 month’s notice that the page is being archived. 

Updating published content

Updates to existing content must be made in the content management system (CMS). 

Response time: In most cases, updates to existing pages will be published (live) within 24 hours. We commit to publishing updated content within 2 business days of the request. 

Approvals 

You must place 'Approved by <name and role title> on <date>' into the CMS notes field prior to submitting. 

When updating an existing page, note significant changes, such as: 

  • changed dates 
  • new documents added or versions updataed 
  • revised all page content 

Examples: 

  • Approved by Sally Brown, Director on 20/4/20. All of the content on this page revised, due to changes in the community program. 
  • Changed closing date for submissions. 
  • Replaced guidelines doc with new version. 

Read about workflow, user roles and permissions.

Managing your media items 

Correctly managing your media items involves: 

  • suitable file naming and accessibility tagging (see our accessibility guides
  • avoiding and removing duplication (see correct process for updating items) 
  • archiving media item in Content Manager when they're no longer needed and removing them from the content management system 

Adding new sections, publications or technical plugins 

For significant new pieces of work, you must meet with the vic.gov.au Senior Product Lead before: 

  • releasing a request for quote to market 
  • building a set of content pages in the CMS 

This is to ensure: 

  • your business outcomes are achieved  
  • the work fits in with our digital strategy and is best practice 
  • the work meets our Digital Standards, including accessibility standards 
  • moderation and other communications plans are in place 
  • testing can be carried out  
  • scanning, heatmaps and other analytics are set up 
  • publication by your due date 

Turnaround time: Minimum 2 weeks 

Requesting new features 

The vic.gov.au platform is regularly updated with improvements and new features. 

If you’re working on a project that is likely to require a feature we don’t currently have, you must meet with the Senior Product Lead to discuss the feature and follow the correct process for requesting new features.  

New feature requests may require funding from your business unit or project. 

Turnaround times: This will depend on the work schedule of the development team or supplier. 

Digital Design and Innovation team availability 

We're available 9am to 5pm, Monday to Friday. 

Digital Design and Innovation requires a minimum lead time of 2 weeks for significant new content. 

It's essential that you factor digital production time into your project timeline. 

We understand that sometimes a faster response time is needed, such as in emergencies and for breaking news. Only urgent content requests will be reviewed outside of business hours. Urgent content is classified as factually inaccurate content where the inaccuracy could lead to public harm or embarrassment to the government. 

For urgent content requests, call Megan Vassarotti, vic.gov.au Senior Product Lead or complete our online form

For situations like ministerial announcements and media releases, where the date or time is unclear, you should contact us ahead of time so we can prepare. 

What we check 

Our checks are there to make sure your content meets the Digital Standards for Victorian Government as well as being discoverable and useful for your audience. 

A new content page, document or image will only be published if the content meets our vic.gov.au digital quality standards:   

  • Page purpose: your page should have a clear objective 
  • Page structure: your intro should start with an audience need and your call to action should be towards the top of the page (don't start with the history of an initiative or why it's important to government) 
  • Reading level: Year 8. Exceptions to this may include technical audiences/information or historical information such as biographies (which use past tense), independent reports or tabled documents, but the exemption must be pre-approved. Check the reading level using Word or the  Hemingway app
  • Spelling and style: It follows the Victorian Government Digital Standard's style guide of choice: the Australian Government web style guide
  • Accessibility: there must be a digital version (content in HTML); if there is a strong user need to provide a download document it must be accessible 
  • Accessibility: alt text for images, closed captions and transcripts for videos, no text in images unless an image description is included 
  • Discoverability: appropriate keywords must be used in the title and URL and a meta description must be provided 
  • Photos: are focused on a person/s or real-life object and of a good quality (clear, light etc). Logos as photos are not allowed 

We may also add links to connect with other government content, including your own. 

The Digital Design and Innovation team will continue to provide training and support to content owners. 

Standards we follow 

We meet all Victorian Government digital standards including: 

Reviewed 14 February 2020

Vic Gov digital guide

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