Policy: Content Updates by Outside Collaborators and Content Owners

1. Purpose

This policy establishes guidelines for outside collaborators and designated content owners to update and maintain their assigned content within the Content Management System (CMS) for the public website. The goal is to ensure content accuracy, consistency, accessibility, security, and compliance with organizational standards.

2. Scope

This policy applies to all non-staff collaborators, partners, contractors, and designated content owners who are granted access to the CMS to manage specific sections of the public website.

All content on the public website is considered current at the time access is granted.

3. Access and Permissions

• CMS access will be granted based on role and business need.
• Users will be assigned the minimum level of access required to perform their responsibilities.
• Access may be revoked at any time if policy requirements are not met.

4. Responsibilities of Content Owners

Content owners are responsible for:

• Ensuring assigned content remains accurate, current, and relevant.
• Performing routine updates to existing assigned content (e.g., correcting errors, updating dates, replacing documents, or refreshing factual information).
• Reviewing assigned content at least [quarterly/biannually] and updating as needed.
• Ensuring all content aligns with organizational brand, tone, and style guidelines.
• Confirming that all text, images, videos, and documents comply with copyright and licensing requirements.
• Ensuring all content meets applicable accessibility standards.
• Anything outside of assigned routine updates must be coordinated with the Web Management Team.

Content owners may not create new pages, new site sections, new navigation items, or publish substantially new content without prior coordination and approval from the Web Management Team.

If content appears outdated but falls outside the scope of routine updates, content owners must coordinate with the Web Management Team to revise or remove the content.

5. Content Standards

All updates must:

• Be written in clear, plain, and professional language appropriate for a public audience.
• Comply with legal, regulatory, privacy, and accessibility requirements.
• Avoid confidential, proprietary, or sensitive information.
• Follow established web formatting, metadata, SEO, and style guidelines (if applicable).
• The organization reserves the right to edit, unpublish, or remove content that does not meet these standards.

6. Review and Oversight

• The Web Management Team may periodically audit content for quality, compliance, and governance alignment.
• The Web Management Team retains final authority over website structure, navigation, and publishing standards.

7. Training and Support

Users must complete required CMS training before receiving publishing access. Ongoing support will be provided by the Web Management Team.

8. Security and Compliance

• Users must follow all organizational IT security policies.
• Login credentials must be kept confidential.
• Any suspected security incidents must be reported immediately.

9. Enforcement

Failure to comply with this policy may result in suspension or revocation of CMS access.