Unit Folders: Requirements and Content Management Best Practices

Training & consultation

If you edit Staffweb, you must receive training.  Content management is also available for editors who manage content.  Contact Carolyn Aamot, Coordinator, Web-based Content Management Support to schedule an appointment.

Must read! Best Practices, Guidelines, and Requirements for Staffweb Editors

Publish Folders (required)

To support open communication and organizational transparency:

• The Unit folder and top level default pages must be published.
  
• Sub-level folders should be published unless all of the content is private.  For example, an archive folder can be private, if all of its content is private.
  
• A brief description about the unit must be added to the folder and the default page.

Contacts page (required)

All Units are required to have a Contact Information page that includes general contact information and contact information for each staff member.  The page must be Restricted--Private is not an option.  Add a note to the Description:  For Libraries use only.

General contact information:

• Title convention:  Contact Information: [name of unit].
• Description should include the name of the unit and the phrase "For Libraries staff use only"  and a very brief description of what your unit does.
• General phone number(s), fax(s), email(s) (include email link), unit location(s) (building name and room number; optional link to map); box number.
• Optional:  Some units may want to list general contact information for functions, e.g. cataloging, ordering, etc.

Staff contact information:

• Name
• Title
• Brief description of responsibilities (not a full position description)
• Phone number(s)
• Email address (include email link)
• Location (building name & room number, etc.; optional link to map)
• Box number
• Hours of work. (Optional)

Folder organization

Folder organization

• Keep the number of top level folders small.  Add sub-folders to organize content within the top level folders.  Consider organizing the top level folders alphabetically.
• See below:  Recommended folders
• Titles and naming conventions--see Best Practices, Guidelines, and Requirements for Staffweb Editors.

Default pages

• If you display a default page, move that page to the top of the folder's content list.
• If you display a default page that has headings linked to content located within sub-folders, give the folders the same names as the headings.  For example, the default page employs the headings About, Policies & Procedures, Collaborative Workspace, For Unit Staff, etc., so the folders behind the page are given the same names.
• See below--Default pages.

Recommended folders

About (name of unit) folder

Includes Contact Information page (required), annual reports, unit statistics, strategic plans, and other information about the unit in this folder.

Archive folder

Outdated content that is not ready for deletion or download and transfer to the University Archives should be made Private and moved into unit's Archive.   See Best Practices, Guidelines, and Requirements for Staffweb Editors: Archiving/Deleting

Events folder

Create events in this folder.  Be sure to add expiration dates to events to ensure that they are removed from public view once the event is over.  Review and delete/archive at least once a year.

Forms, Signs, Flags & Labels folder

Add all of your units forms to this folder, so that there is a single go-to place for all forms, signs, flags, and labels created and used by your unit.  Link to the forms from procedures using internal links and/or add related items, which appear at the bottom of the page.

Images folder

Keep all uploaded images used individually or inserted into pages in a single folder.  Review and delete unused images at least once a year.

Reminder! Proprietary images used for training purposes, including screen-shots of the acquisitions, cataloging, and circulation modules, should be Restricted.

Collaborative Workspace

Space where units can work on projects with colleagues in other units.   Add project folders and grant permissions for individuals at the folder or item level.

Default page

Default pages are pages that serve as portals to the contents of a folder.  Example: Gifts Program.

• If you employ a default page, move the page to the top of the folder contents list. This will help others identify and link to the page when attempting to link to it.
• The description on the default page should reflect the description of the folder for which it serves as a portal.
• To improve consistency and manage user expectations, heading names on default page should reflect the names of the folders in which the content is kept.  For example, the heading is Policies and Procedures, so the folder is also named Policies and Procedures.

Tip! Locate all of the content linked under the heading in the folder with the same heading.

• Avoid long lists of links on default pages--users won't read through them to find the content they need.  Limit lists to 5 or 6 links.
• Reduce text.  Keep text short and informative.  Increase white space.
• Default pages should be used strategically to improve usability.

Caution! Default pages can inadvertently hide content from navigation and negatively impact usability.

Permissions

Staff who have been trained to edit Staffweb can be given Add, Edit, or Owner permissions to any content.  Give View permissions to staff who have not been trained, if they need to see Private content.  Apply permissions at the point of need.

Tip! Unless you want all logged-in staff to see everything, including Private content, do not assign Can Add, Can Edit, Owner or Can View permissions to Logged-in users.

Review content

Review content regularly to ensure currency, appropriateness, and maintain organization.  Move outdated content that is not ready for deletion to the unit's Archive folder and change state to Private.

Tip! Schedule an annual review and housekeeping event for your unit or group.  Follow the UW General Records Retention Schedule and UW Libraries General Records Retention Schedule.