Content management tools and rules

Video introduction to the content mangement tools

With the rise of AI search it's critical now more than ever that all information on our website is current and high quality. We'll soon have students who ChatGPT/Gemini/Claude every search instead of Google - so the student may never even get to our website for some things. So, we need to be making sure those AIs are getting the right information from our site. 

Sadly, we have many thousands of pages (some as old as 2012) and it is a mammoth task to review and manage them. As part of this, we identified that a major struggle was finding the content that your individual teams owned, to be able to manage it in one place. So!

All pages and knowledge base articles now have a compulsory 'Owning team' field

We have assigned many pages to teams already and will continue to do so, but if you edit an existing page you may need to assign it. Owning team does not restrict access, it is just an organisational category. 

Content management tools

We've built a bunch of new tools under the Content menu to help find and manage your team's content, at https://studentsunionucl.org/admin/content/review. 

Note if you don't already have an assigned team, we'll get to you - but in the meantime you can use the dropdown at the top to find your team. Let us know if you need to be assigned to one or more teams.

Prepare for the purge

We have enabled automatic unpublishing of pages not updated within 2 years, and automatic deletion of unpublished pages that have not been updated within 1 year. This helps ensure all content is actively reviewed and helps with data protection compliance.

You can use the tools above to monitor what content might be archived automatically, and if you let su.systems know a contact e-mail for your team we can enable automatic warning emails 3 months in advance.

All you need to do is check and edit the page to avoid it being removed, so review, tweak some words, update some links, and you've saved it.

Annual content review

Finally - it's really important to be reviewing your content continually, but especially over summer. We have a guide at https://studentsunionucl.org/how-to/website/reviewing-your-web-content - please make time to review your online presence just like so many teams have been re-organising the storage in the office the last few weeks!