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localgovdrupal / localgov

Installation profile for the LocalGov Drupal distribution.
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Extending review dates/ service contacts to Media #769

Open willguv opened 1 month ago

willguv commented 1 month ago

Many out of date files are kept on council servers and there's no ongoing review process

Could review dates/ service contacts help here?

Needs some way of setting review date on media, and notifying their service contact check

Questions:

willguv commented 1 month ago

George (North Devon) Hi all, hopefully this is in the right place to suggest. Would anyone see value in being able to set review dates on files/media items? Pages are in the review dashboard/view and have expiry. Could files have the same tag? I find yearly documents get updated and their old counterparts then get left behind and I don't feel like its a good use of resource to keep them on cloud, better on prem for archiving between teams files. Just an idea anyway!

Will (LocalGov Drupal) Hi George, thanks for this suggestion. If there was a review date for media, say, how do you see your council using it?

George (North Devon) if this could work with the new service contacts and page review system, then my idea would be that notifications can be sent for files that are out of date as well as pages. so how I would use it would be: access a files dashboard a column on a view with: reviewed on, review by, sortable fields emails get sent 1 month before expiry of said doc service contacts can be added to each file so emails send to those who are custodians of said file

purpose: reduce out of date files being on cloud hosted web servers encourage ownership and management by web and service teams workflow of reviewing unnecessary files with the aim of converting those to HTML, e.g publications content types (edited)

mccrodp commented 1 month ago

out of date files are kept on council servers

  1. What are the problems encountered with out of date files being kept on the servers? Eg. incorrect information communicated, or outdated information making councils liable for some fines by review bodies, files containing user data (GDPR, etc.)

  2. What constitutes an "out of date file" - how do we know they're outdated? Is that something a machine could infer or only a person?

there's no ongoing review process

  1. Do all files require a review process, or only certain files?
  2. If only certain files, how can we make this distinction in LocalGov Drupal?
mccrodp commented 1 month ago

The LocalGov Reviews module currently has this description:

Provides a review dates entity and widget, along with views for managing content reviews.

The reviews entity and widget below is only on Content, not other entities. Screenshot 2024-10-01 at 14 20 35

Could files have the same tag? I find yearly documents get updated and their old counterparts then get left behind and I don't feel like its a good use of resource to keep them on cloud, better on prem for archiving between teams files. Just an idea anyway!

It seems like a great idea and possible in theory, if the reviews entity was extended to cover entities other than content entities. i.e. Media. However, it would be good to firstly answer these questions:

  1. What is the primary goal of this functionality? Is it resource efficiency?
  2. Are there many councils currently suffering from outdated files? How? Do they have any work arounds?
  3. Are there many councils currently suffering from lack of ownership of files? How? Do they have any work arounds?

Sorry, I didn't quite follow the workflow vs HTML conversion one, so I've omitted it from discovery/questioning currently. But, answering the above should help us with definition of goals and to prioritise any further discovery.

GC-92 commented 1 month ago

(Slack replies)

Things such as temporary images, PDFs, I am more concerned with volume of size and volume of duplicated media and file. For example on news articles we find our teams simply do not use reusable assets despite anything I say, therefore lots of duplicate items show now in media and we have made through spam etc. let alone temporary time bound docs like consultation periods that pass.

We should assume that if they are messaged and someone like myself as a website manager, then someone will eventually, if they were not the original custodian, owner, author, or service manager related to that information could a process of clearing away unused files at intervals help here? Yes, if we could tag a document/file/media item with a tickbox that is definite deletion after a time

I am using GTM to assess downloads and that is my reason for asking for some more control over files/media as there are lots of unused or low use counts. I also am ready to create publication content types for files that are used quite a lot. So not always needing deletion

GC-92 commented 1 month ago
  1. What is the primary goal of this functionality? Is it resource efficiency?
  2. Are there many councils currently suffering from outdated files? How? Do they have any work arounds?
  3. Are there many councils currently suffering from lack of ownership of files? How? Do they have any work arounds?

  1. Optimise file management, consistency with management of pages to sync with files. Encourage better use of files for staff. Will further encourage replacement of PDFs to pages (at least for my council) if both are treated the same. Having review dates on files, like pages, would ensure reminders are sent to those who own and manage the files/pages. This encourages and reminds those who own it to begin discussions with web teams for how to either keep or provide alternatives. Having a review view/list/dashboard makes it easier to for web authors to review if files are out of date and go to service to remind them and helps plan and manage what to do next.

  2. We have old files that no one knows if they are needed to keep and there is no easy way to know if they are replaced. we just see duplicates. its not the best method for searching. if they reminders or a view of each file/page are able to be tracked by contact, it could make the process sorting all expired pages/files efficient and done in one time/meeting. A dashboard showing all expired files encourages to review and check in case its needed.

  3. We have old files and different staff and no ownership. tagging a contact and notifications sent would be the best place to start. dates of the expiry on files could be added and agreed with them for their next review.

GC-92 commented 1 month ago

I also wanted to add to this, could redirects have expiry on them? So we can manage expiry or duration of redirects? This is cause we have a non web team who have a need to produce redirects for PR/campaigns.

andybroomfield commented 1 month ago

Issue on Localgov_workflows https://github.com/localgovdrupal/localgov_workflows/issues/51