Working with the web publishing team - Vic Gov digital guide

Information for content editors on your responsibilities, admin responsibilities, workflows and processes.

Your responsibilities

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

  • content being factually correct
  • content being approved according to digital standards
  • timelines for publishing and resources being factored into the project
  • updating any links to website pages that are in other documents (for examples, in forms)
  • managing your documents and images and archiving them into Content Manager when they're no longer needed

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.

The Digital Engagement team will also monitor your 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 area. If issues are not resolved within a reasonable time frame your Director will be provided with a compliance report for further action.

    Submitting content for review

    Content must be provided through the Drupal Content Management System (CMS).

    Updating published content

    Updates to existing content must be done in the Drupal CMS.

    Turnaround times: In most cases, these will be published live within 24 hours. We commit to updating within 2 business days.

    New sections, publications or adding technical plugins

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

    • releasing a Request for Quote to market
    • at least 2 weeks before publishing the content to the CMS

    This is to ensure:

    • the work meets Digital Standards for Victorian Government
    • testing can be carried out 
    • moderation and other communications plans are in place
    • scanning, heatmaps and other analytics are set up
    • publication by your due date
    • your business outcomes are achieved

    Turn around time: Minimum 2 weeks

    Requesting new features

    The platform will be continually updated with improvements and features.

    If you are working on a project that is likely to require a new feature you must meet with the Senior Product Lead who will guide you through the process to request 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.

    Digital Engagement team availability

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

    Only urgent content 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.

    To request this you must call Megan Vassarotti, Senior Product Lead or complete our online form.

    We understand that sometimes a faster response time is needed. For example, you are expecting a Ministerial announcement or publishing of a media release to coincide with the content, but the date is unclear.

    For 'newsworthy' content you will also need to notify the Senior Product Lead in advance.

    Digital Engagement still 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.


    You must place 'Approved by  on ' into the CMS notes area prior to submitting.

    If updating an existing page you should note significant changes, such as:

    • changed date
    • new document
    • revised all page content

    For example: Approved by Sally Brown, Director on 20.04.2018. All of the content on this page has been revised, due to changes in the community program.

    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.

    Publishing of a new content page, document or image will only occur if the content meets Department of Premier and Cabinet's 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 e.g. don't start with the history 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
    • 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 as well as Accessible Word or Accessible PDF documents (if those are being developed)
    • Accessibility: alt text for images, closed captions and transcripts for videos, no text in images unless an image description is included
    • Discoverability: an appropriate keyword or 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.

    Digital Engagement will continue to provide training and support to content owners.

    Standards we follow

    We meet all Victorian Government digital standards including:

    Reviewed 05 March 2019

    Vic Gov digital guide

    Was this page helpful?