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Document and train for governance and po... > Use a rolling audit to monitor and m... - Pg. 93

76 CONTENT STRATEGY AT WORK USE A ROLLING AUDIT TO MONITOR AND MAINTAIN You thought we were done with the content audit? Not just yet. The tool that you used to identify variety and inconsistency can help you continue to rein it in after launch. A rolling audit builds on the initial audit to ensure the comprehensive, current view of pages or screens and the content in them remains complete and accurate. In other words, your team and your client can continue to gain value from their initial investment in the audit by spending a fraction of the time to maintain it. In some organizations, a content manager will simply go through the audit process on a periodic basis--weekly, monthly, or quarterly--in a manual or automated method to look for changes in the CMS. The benefit this offers you and your client is in subsequent projects: they'll begin with a more realistic understanding of the current state. You'll also likely encounter more confident, self-aware stakeholders. The DOE blended the initial audit and rolling audits into a continuous process that also helped them stage the launches of many subsites. " Don't use the term `audit' in the federal space!" Cammie cautioned, laughing. "It means other things, and they're not usually good! We issue a `data call' instead." Nomenclature aside, she explained how they conducted rolling content audits to more accurately estimate the scope of the massive engagement. " There are about 16 subsites launching in the first phase. Everyone wants to say they're an office and need a website, but in some cases they really don't. We issued a website data call to get a better handle on all our online assets, consolidate our presence, and reduce redundancy. We have 85 domains and hundreds of subdomains--and we're probably a bit better than other federal agencies! " With the data call, we capture the size of the sites, the infrastructure, and the resources allocated to them," she explained, describing how they tailored the quantitative and qualitative audit to meet the needs of a complex and matrixed organization. What did they discover? "There were low-hanging fruit we could pull onto the new platform that we wouldn't have otherwise been aware of, and we also got a better understanding of what would be more complex. We had a hunch there was a ton of redundant content, but we don't yet have the data to say that. So it's an educational mechanism as well," she concluded, noting how they continue to learn from the process. As illustrates, content strategy can help a massive organization wrap its arms around unwieldy scope and move forward gracefully, with a plan for continued success. The DOE, Johns Hopkins Medicine, and all