Content Editor Best Practices

This Articles applies to: Content/CMS Editors

  1. Sensitive & Confidential Information and Documents (HIPAA / FERPA) – Texas A&M Information Security Controls Catalog: SC-8 Transmission Confidentiality and Integrity (previously SAP 29.01.03.M1.10), RA-2 Security Categorization (previously SAP 29.01.03.M1.29), SC-13 Cryptographic Protection (previously SAP 29.01.03.M1.31) -
    Care should be taken that no sensitive or confidential information is disclosed, stored, or collected in any of the web pages or the website. Following are examples of the same:
    1. Personal health info on a student, faculty or staff
    2. Financial info (CC#, Bank Account/ Routing information)
    3. Private personal information (SSN, DL#, Student/Faculty/Staff personal address info)
    4. Student education records
  2. Accessibility - -
    1. An accessible website will be navigated and understood by everyone, regardless of disability, location, experience or technology.
    2. After the website is turned over to the client, it is the responsibility of the client content editors to meet and maintain Accessibility Compliance.
    3. It is the policy of Texas A&M University that all new or redesigned University web pages and web content shall be accessible to, and usable by, all users - SAP 29.01.04.M1.01 (previously SAP 29.01.99.M0.01).
    4. E.g. – The Deaf need Captions, the Blind need screen readers so graphics should be properly labeled for screen readers, skip Navigation links should be present, etc.
    5. Siteimprove has a Google Chrome browser extension that you can use to verify your site meets the required standards -
    6. Another tool is
  3. TAMU Brand Guide -
    Kindly follow the brand guide to confirm that the following are used in accordance on your sites:
    1. Colors
    2. Fonts
    3. Logo usage (departmental & TAMU)
    4. Photo Style
    5. Social Media Templates
  4. Drafts/Previews/Workflows - utilize Kentico's built in workflow to Edit, Save, Preview & then Approve content changes before Publishing them and making them live to the public.
  5. Quality Images (photos and graphics) -
    The following are some tips to ensure the quality of your images
    1. Scale/re-size and crop pictures to an appropriate size before uploading to your site and inserting on a page.  Do not upload images larger than 1500px in height or width
    2. Keep the aspect ratio when re-sizing instead of manually defining both the width and height
    3. Always type in an “Alt text” label/tooltip describing the image when you insert it into a page (accessibility)
    4. Use of Image Editors –
      1. Kentico's bulit-in Image Editor
      2. Microsoft Paint
      3. Snag-It
      4. Adobe Photoshop
    5. Use high quality royalty free TAMU photos -
    6. Save photos (of people, buildings, events, etc.) as .JPG files
    7. Save graphics and artwork as .PNG or .GIF files
  6. Spell checking, proper punctuation and keeping a consistent voice enhances the content's readability.
  7. Draft content with mobile devices in mind -
    1. Always use concise, purposeful and useful content
    2. White space
    3. Limit content to two or less font types per page
    4. Maintain a constant text color theme except for call-outs
  8. Online Web Forms (fields and user uploads) -
    1. Upload field usage for forms requires PITO pre-approval and provisioning w/ METASCAN to scan for viruses
    2. No SSN, DL#, CC#, or bank account information collection is allowed
  9. Page/Content/Document Retention & Housekeeping - Maintenance/Storage space is always a concern.  Please review your content regularly and delete unpublished and unnecessary/abandoned pages, archive documents that are necessary to keep long term but not needed for public viewing.
  10. User Provisioning/Deprovisioning - the Content Owner or Primary Content Editor should request new user access as needed via an SDP request.  The Primary Content Editor is responsible for training all new users on editing their website.  The primary content editor is also responsible for notifying PITO immediately (via SDP) when a Content Editor terminates their employment with that department.
  11. Un-publish pages first, then delete when ready (go to the Form Tab=>Publish To [Now]=>Check in=>Publish (publishes the unpublish action)).
  12. It is a good idea to wait until your content is ready first, prior to adding references or placeholders on your website (e.g. menu items, links, document placeholders or pages) & avoid Under Construction Pages and dead links.
  13. Do NOT use special characters in the naming of Pages, File Names (PDF, Word Doc's, Excel Spreadsheets, etc.) or Images (e.g. ; : , / \ & % # @ = ? *).
  14. PITO’s responsibility -
    1. Editing site template/themes and CSS
    2. Adding/Configuring advanced features, web-parts, page types and widgets for client use
    3. Patching / Upgrading the CMS
    4. Troubleshooting, bug resolution, help w/ advanced content editing
    5. Accessibility Compliance Audits & Reporting
    6. Ensuring brand guide and security compliance
    7. Server backups & recovery
    8. User access
    9. In-Person and Intermediate/Advanced Training
  15. Client’s Responsibility -
    1. Develop active and engaging content
    2. Create or outsource graphics & videos
    3. Keep your site current
    4. Perform Periodic (annual) reviews of website goals, content, pages and navigation (refresh site content and pictures)
    5. Delete unnecessary pages, old files & images no longer referenced or linked (PDF’s, Word Doc’s, Excel spreadsheets, .gif, .jpg, .png, etc.)
    6. Monitor & Fix broken links to pages (internal and external)
    7. Continue testing new & edited content on several internet browsers (MS Edge, Chrome, FireFox, Safari) & mobile platforms(iPhone, iPad, Android phone), especially tables, pictures & videos
    8. Contact PITO immediately when a content editor should no longer have access to your website (terminations)
    9. Search Engine Optimization (SEO)
    10. Ensure your content stays in compliance with website accessibility guidelines required by TAMU/State/Federal rules (WCAG 2.0 AA)
    11. Ensure TAMU Brand Guide Compliance