The system for the Public Information Bulletin requires a thoughtful circulation of information. Check what editorial tasks and publication scenarios to consider when selecting CMS.
The BIP has a different task than the promotional service
The Public Information Bulletin serves to make public information available. It is not just a gallery or an additional marketing site. It explains its role official description of the BIPThe responsibilities of a specific entity must be taken into account in the preparation of implementation requirements.
From the point of view of the CMS project, this means the need to talk to the editor: what documents are published, who approves their content and how the reader is supposed to get to them. The very attractive appearance of the panel does not yet show whether the tool will handle this process.
Prepare examples of actual publications
To discuss the system, select several typical materials: organizational information, document with attachments and publication requiring later updates. Describe what data must be available and who introduces them. Verify the formal requirements with the person responsible for the newsletter.
On this basis, you can compare demonstrations of different systems. Instead of a general display of the editor, ask for a specific scenario: document preparation, approval, publication, amendment and finding out if the editor understands the difference between saving the work version and making it available to the recipients.
Note attachments and search
A large part of the editorial work can be about files. Readable names, descriptions and logical groupings make it easy for the recipient to find the right document. It is worth checking how the system presents long titles and whether it is known which material the attachment relates to.
Just placing a file in the panel does not solve the issue of availability. Preparation of the document and CMS capabilities are two related areas. The requirements for content, formats and how to use the newsletter should be included in the reception tests.
Example of organizing updates
Suppose the editorial board receives a new version of the document. It should know whether to update the existing publication, add an attachment or create a new entry. The decision depends on the type of information and the rules adopted, so it should not be left accidentally clicked on the panel.
- Identify the persons preparing and approving the material.
- Test the publication and update for examples of documents.
- Check the search and readability of the mobile view.
- Plan training and instructions for next editors.
Helpful materials for BIP editorsYou will also read about the organisation of the entire implementation in the text E-BIP: preparation of content and launch of newsletter.
