Review BQ content

The Business Queensland (BQ) web team supports agencies to maintain and update their content.

Agencies with access to Matrix can:

  • self-serve review information by generating customised reports
  • change the ‘Last reviewed’ and ‘Last updated’ dates published on their agency’s web pages.

If your agency doesn’t have Matrix access, contact us to ask for a customised report or request BQ content updates using the normal process for your agency.

Minimum review requirement

All agencies with content on BQ must review all of their content at least once every 12 months.

While the BQ team is responsible for maintaining the channel (BQ), agencies are responsible for maintaining the accuracy of their content.

Research shows users of online information expect up-to-date web content. 

Content that does not display a recent review date gives the impression that information may not be credible or current. This poses a significant risk to the Queensland Government’s reputation and, if businesses make decisions based on out-of-date information, could even result in legal action.

Unreviewed content will be escalated. If no action is taken by the agency to review it, we will remove it.

When content is due for review

Distributed author agencies

Page assets will change into 'Up For Review' status. Agencies can then send the reviewed page through workflow, remembering to update the review date information in metadata (see below).

Other agencies

BQ staff usually contact agencies once a year around the end of financial year period with the specific URLs and request they:

  • review each page—fully review content for accuracy, especially content relating to legislation or time-sensitive material
  • reply with content updates—copy content requiring updates into a Word document and use tracked changes to clearly communicate updates to BQ staff. Include the title of the page and the URL at the top of the document
  • set a date for further review—advise when the content needs to be reviewed again (e.g. in 3, 6, 12 months from now, or a particular date)
  • advise if content ownership changes—advise if a new SME/business group is now responsible for the content, and provide their contact details.

Agencies will only need to ensure the accuracy of content. The text has been written according to specific style guidelines - do not rewrite content unless it is factually incorrect.

Agencies are asked to respond with content updates within 10 business days. If no content changes are needed, advise BQ staff via email so the request can be closed off and future review dates scheduled. BQ staff will follow up on requests for content reviews, and escalate if necessary. 

'Up for Review' status

Content will now automatically change status to 'Up for Review' when it has passed the next review date listed in the page metadata. These assets are marked as dark green in the asset map.

A page will remain 'Up for Review' until it has been marked as reviewed or the review date has been changed. Any other status changes will remain until the review trigger refreshes every 15 minutes (e.g. a page is published to 'Live' with minor updates will remain in this status until the trigger refreshes, and then return to 'Up for Review' status).

Agencies can view the content owners report to see the status of their content including graphs on how much of their content is overdue for review (available soon).

Review frequency

The nature and risk level of the content determines how regularly it needs to be reviewed and updated. Standard review intervals are:

3 monthly

  • Content that changes or needs updates regularly (e.g. consultation/public notice pages)

6 monthly

  • Foreign language content
  • Content that mentions statistics or figures (should also include pages linking to reports containing statistics)
  • Content that mentions fees, grants, programs or projects
  • Content about legislation (not just links to Acts - also content that talks about how individual Acts apply)

12 monthly

  • Landing pages
  • All content that does not fit into the categories mentioned above

Custom (must be reviewed on or by a specific date)

  • Content that mentions a specific date (e.g. a grant that closes on a certain day)

Review metadata

There are 4 metadata fields which influence review status:

page.reviewed

  • Default is No
  • Change to Yes if page has been reviewed to automatically update the 'func.date.last-reviewed' and 'func.date.next-reviewed' fields. Change back to default after publication.

func.date.last-reviewed

  • Date content was last reviewed (equals 'Last reviewed' date on live page)
  • This field will update automatically if Yes is chosen in page.reviewed, and a status change is triggered (e.g. 'Safe Edit' to 'Live'). It can also be manually updated.

func.date.next-reviewed

  • Date content due for next review.
  • This field will update automatically if Yes is chosen in page.reviewed, and a status change is triggered (e.g. 'Safe Edit' to 'Live'). It can also be manually updated.

func.date.review-interval

  • The interval between required reviews
  • Default is 12 months.

Review triggers

The triggers attached to the page.updated and page.reviewed fields require a status change to work (e.g. Safe Edit to Live). The trigger will not work if these fields are updated on a Live page.

Use these 2 fields to automatically change the updated and review dates (rather than manually entering new dates).

 

Metadata field is set to...

page.updated

No Yes No Yes

page.reviewed

No No Yes Yes

Action

= No date changes

= Last updated date changes

= Last reviewed and next review dates chang

= Last updated, last reviewed and next review dates change

Updating review date on content

Manually update 'last reviewed' date in Matrix

  1.  Open the required page, place it in Safe Edit and go to the Metadata.
  2. Update the following fields:
    1. page.reviewed—change to Yes (this will trigger the last reviewed date to change to today's date; if a specific date is needed, leave this field as No, and update the next 2 fields manually)
    2. func.date.next-reviewed—only change if the next review date won't match the review interval (e.g. if a specific review date is needed, but consider changing the interval to Custom)
    3. func.date.review-interval—change if the review interval needs to change
  3.  Commit changes and publish the page, or send it through workflow.
  4. Go back to the page.reviewed field and retick Use default. Commit changes. (If page is sent through workflow, the BQ web team will manage this step).

Use this same process if the page has been reviewed and doesn't require content changes (only a date change). Note in the workflow log that no content changes were necessary.