/
Web Management/Administration

Web Management/Administration

Clarification on the roles and responsibilities for website administration and content management

  • Overview

  • Website management roles and responsibilities

  • Synchronization protocol

  • Timeline for switchover

Overview

This is a summary of what was discussed at the 12 September 2024 meeting of the Technical Committee (TC). It is a draft of what we are proposing. At this point TC would recommend Darren and Oliver in the two Administrator positions as they are working the most closely in the management of the information currently in HubSpot. This could change over time of course. Questions regarding the functioning of the website and related databases would be to Darren and Oliver. Jared and Wendy would be the content providers. Wendy would cover Products and Jared would cover Admin initially. The content currently under Learn can be discussed. Some of it will be moving to Product and we may find that bundling that section with Product coverage would improve consistency given the number of links between these sections. Note that we have suggested the creation of an archivist position but haven't fully fleshed that out. The position would not use up one of the 4 roles and would primarily be a means of having an outside set of eyes to check on execution. 

Please note that these activities would take place after the site becomes live. The period where we have dual sites may require some adjustment as we have TC members updating and working with the HubSpot site. During this period please let me know of any content changes you make on the Drupal site and I will make the adjustments in the HubSpot (I'll do the activities addition today). 

Website Management Roles and Responsibilities

The team discussed the roles and responsibilities of the four people managing their website. They agreed that two roles would be for content management and two for administration. The content roles would involve maintaining the website's content, currently dividing this in Product content and all else (primarily covering Admin and the Learn section). Distribution of content responsibility can shift as workloads and coverage changes occur. Administrative roles would include branding, styling, and templates, as well as managing the database and file content. The administrator roles would also include overseeing the website's performance, organization, and policy decisions. The team also discussed the possibility of an archivist role to monitor changes and ensure consistency across the site. A small management team will be established to review usability, technical feasibility, and practicality of any changes on the web site. This could be under the Secretariat or a sub-group of TC. The suggested group would consist of the following at minimum (6 people):

 

  • Editors (currently Jared and Wendy)

  • Technical representative (currently Darren or Oliver)

  • User interface specialist 

  • Content specialist (for marketing and training content purposes)

  • Data Archivist (to handle preservation of content and ensure compliance with internal consistency guidelines)

Administrator roles

  • Maintain branding, organization, styling, templates (Darren)

  • HubDB database management (Oliver)

  • File management (Oliver)

Content roles

  • Product content (Wendy)

  • Admin/non-product content (Jared)

Archivist

  • Routine review of new content to assure

    • Related content has been updated

    • Organization rules followed

    • Preservation protocols observed

  • Analytics (could reside elsewhere)