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Implementing a
Content Management System
Australian Government departments and and other senior managers. This checklist
agencies are increasingly using content focuses on non-technical issues.
management systems (CMS) to streamline
the management of a variety of materials It should be noted that the checklist is not
on their websites. Content management is a intended to be comprehensive. Rather,
complex area. The selection of a CMS is the it highlights key issues for agencies.
topic of Better Practice Checklist 9, Selecting The checklist is iterative and draws on the
a Content Management System. However, expertise and experience of practitioners.
the success of the selected CMS will largely The subject matter and issues are reviewed
depend on how it is implemented and used. and updated to reflect developments.
A key role of the Australian Government Comments about the checklist and
Information Management Office (AGIMO) suggestions for additional checkpoints can
is to identify and promote ‘Better Practice’. be directed to:
This checklist has been created to help
agencies implement their CMS effectively.
Better Practices and IMSC Secretariat
The items in the checklist, however, are not
Australian Government Information
mandatory.
Management Office
Phone: (02) 6271 1514
This checklist is intended to be used by Email: better.practice@agimo.gov.au
those staff in agencies who have been given
the responsibility to implement a CMS. The
Copies of this and other checklists are
information within this checklist may also
available at www.agimo.gov.au/checklists.
be relevant to Chief Information Officers,
Information Management Steering Groups
Acknowledgments
This checklist was developed with the assistance of Australian Government agencies. In
particular, AGIMO would like to thank the Bureau of Meteorology, the ACT Chief Minister’s
Department and members of the Content Management Community of Practice
www.agimo.gov.au/resources/cop/cm.
In addition, AGIMO would like to thank Step Two Designs Pty Ltd.
10. IMPLEMENTING A
Checklist 10 3
SUMMARY OF CHECKPOINTS
IN GENERAL MITIGATING PROJECT RISKS
ADDRESSING NON-TECHNICAL
ISSUES
CHECKPOINTS
■ Ensure that the implementation Consider whether the existing site should be
migrated into the CMS as it is, or whether the
delivers visible benefits
opportunity should be taken to migrate only
The initial implementation of a CMS may face a reviewed (and revised) content into a new site
number of challenges within an organisation. structure. By doing this, it is possible to start again
For the solution to be sustainable into the future, with a complete and accurate site, which can then
the active participation of staff (as authors, be more effectively maintained using the CMS.
editors or administrators) can be particularly Further information about identifying appropriate
important. This support can only be gained if the site structures is available in Better Practice Checklist
initial implementation delivers tangible and visible 15, Information Architecture for Websites.
business benefits.
■ Check to ensure that all content
It may be useful to ensure that the CMS has an owner
implementation focuses on a broader scope
than simply resolving underlying technical issues It can be useful to identify an owner for all
or improving behind-the-scenes authoring of content that is migrated into the CMS. This can
content. Effective CMS implementation often help ensure that the content is kept up-to-date in
delivers a solution that can be widely promoted the future. Ownership can be allocated to a role
throughout the organisation. rather than a specific person, to protect against
the effects of future reorganisations.
Checklist 10 5
CHECKPOINTS
■ Consider an appropriate
governance model
It may be useful if the implementation project
determines a suitable governance model for the
CMS and the site(s) it supports. This governance
model can provide a framework for the
processes that are established and can outline
the responsibilities of the various business units
involved in the project. Multimedia Victoria provides
guidance on developing a content management
policy at www.mmv.vic.gov.au/content.
Checklist 10 7
CHECKPOINTS
Checklist 10 9
10 www.agimo.gov.au/checklists version 1, 2004
Better Practice Checklists
practical guides for effective use of new technologies in government
www.agimo.gov.au