In my last post I gave my view on the benefits you gain from good intranet standards. Standards are good for intranets. They make it easier for people to ‘do’ whatever they need to using intranet content, collaborative tools and applications.
Diana Railton asked me to cover quality content. This is a broad area which several specific standards can contribute to overall. One of the most important things people value about BT’s intranet is the confidence they have in the integrity of the content they use.
One main reason for this is a standard which means publishers must keep information up to date and clearly owned so users can rely on its quality and integrity, especially for formal content & services. Information management is critical and covers all types of content in line with our information retention policy (IRP).
Publishers must review information regularly and every page must have a review date and show the owner to give users confidence. The review date must meet IRP.
If the page of content is dynamically created, it must still say how often the information is reviewed. Our content management system automatically provides the review date feature in the templates.
We have a tool which checks content every day and informs publishers 4 weeks before the review date expires to review and update or remove the content. Failure to do this results in the content being removed and if no action still taken automatically deleted. This means people can’t use out of date information and make bad decisions because of it.
Team, crowd and personal content
The more informal content, held on wiki and blog platforms, will be managed with a traffic light approach. For the first 12 months of its life, the information is unflagged and open to those with permissions. The active ‘green’ phase. It then enters the review stage:
After 12 months, content will be flagged ‘amber’ indicating that it is approaching the review stage in its lifecycle. Any member of the user community can revert the content back to the ‘active phase’ for a further 12 months if it is still being used, is still relevant and is up-to-date. The content will remain flagged ‘amber’ for 60 days if nobody re-activates it.
Content that has been flagged ‘amber’ and has not been re-activated by a member of the user community during the 30 day ‘amber’ phase, will automatically then be flagged ‘red’. Any member of the user community can put the content back to the ‘active phase’ for a further 12 months if it is still being used, is still relevant and is up-to-date. The content will remain flagged ‘red’ for 30 days if nobody re-activates it, after which it will be automatically deleted.