Content monitoring and maintenance
UF Health Guideline

NUMBER W5
PAGE 1 of 1
DATE
5.21.26

Guidelines statement

All web content must be maintained and updated in a timely manner.

Purpose

Accurate, up to date content is essential to developing trust and reliability for our institution.

Procedures

Maintaining Web Content Maintenance Guidelines

1. Maintenance of Web Content
   1. All web content is to be maintained and updated in a timely manner, but at least every six months.
2. Maintenance of content includes, but is not limited to:
   1. Updating dates and events
      1. Past events and old news should be kept in an archive and differentiated from current content.
   2. Keeping personnel information current
   3. Programmatic content reviewed and updated
   4. Patient-centric data reflecting latest science and services
   5. Using broken link checkers on site to checks and validates links
3. Accountable Party
   1. Each web page that represents UF Health or one of the colleges, centers or institutes in the UF Academic Health Center must be registered in some way to provide the information outlined below.
      1. Each page also must include a ‘Contact Us’ link. In some cases, an outside company may be allowed to maintain the site. This company and a responsible UF and/or Shands employee must provide their contact info. Each unit is responsible to keep the information in this section updated with the following information:
         1. Site owner (UF&Shands or UF AHC Unit name)
         2. Person updating the site
         3. Manager of the unit
         4. Email account for comments/issues – copied to a central UF&Shands Web group – utilize a widget for contacting the responsible party, one that “hides” the email address from robots used to find email addresses and send spam
         5. Administrative phone number for the unit, not to a phone answering service
         6. Automated process that checks expiration dates on content, sends alerts or report
4. Content Monitoring Guidelines
   1. The content management system will scan pages for required content and date of last review. It will send automated emails to the content manager for each website, notifying him or her when a page needs to be reviewed and updated.
   2. If the content manager does not address the issue in a timely manner, an email will be sent to the unit manager alerting him or her to the issue. Unit managers also will receive quarterly reports on the timeliness of updates to the unit website.
5. Leadership Support
   1. The Web Services team will request that executive UF Health leadership send out system‐wide email once or twice a year emphasizing the importance of updating web pages before or when reminder emails are received.