Intranet Content Governance Site
A multi-page intranet governance site for assigning content owners, setting review cadences, approving new pages, and remediating stale employee information.
Every employee gets a seat — priced per employee in Communications & Intranet, quoted with this template ready.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Financial Services · Healthcare Organizations · Higher Education · Public Sector · Manufacturing
Overview
The Intranet Content Governance Site is a multi-page operating hub for keeping employee-facing pages accurate, findable, accessible, and accountable. Its Governance home orients intranet owners, editors, and subject-matter experts with quick links to the ownership register, publishing workflow, content standards, and review remediation process. The structure follows a hub-and-spoke pattern: the home page answers where to start, while focused pages explain what to do next.
Use this template when multiple departments publish to a shared intranet and employees need a dependable way to identify content owners, submit changes, review pages, and resolve stale information. It fits team, department, company, project, and knowledge_base site types, and can support content, wiki, news, announcement, and landing page governance. Add links to your CMS, ticketing queue, accessibility checker, policy repository, or archive process.
Do not use it as a substitute for a records-retention system, legal approval register, emergency communications plan, or technical documentation for the intranet platform. It also should not become another wall of policy text. Keep the Governance home as the orientation page, use actionable checklists and resource hubs on deep-dive pages, and make the operational spine visible: accountable owner, backup reviewer, cadence, approval path, escalation route, and definitions for terms such as owner, reviewer, stale, archive, and exception.
Standards & compliance context
- Use the content standards page to support WCAG 2.1 AA checks for audience-restricted intranet pages, including heading structure, keyboard access, link purpose, contrast, and meaningful alternative text.
- Route privacy, legal, safety, records, and regulated policy content to the accountable specialist before publication; this template organizes review but does not provide legal approval.
- Keep an auditable record of owner, reviewer, decision, date, and corrective action where organizational policy requires evidence of content control.
- Apply your organization’s retention, archival, and information-classification rules to governance records and superseded pages rather than assuming the template sets retention periods.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- Replace the sample CTA destinations and resource links with the locations of your intranet CMS, ownership register, intake queue, accessibility checker, and archive process.
- Define the governance roles, page types, review cadences, approval gates, and escalation path on the standards and workflow pages before inviting departments to use the site.
- Assign each content area an accountable owner and backup reviewer, then record the review cadence, next due date, scope, and evidence location in the ownership register.
- Route each new or materially changed page through intake, editorial and subject-matter review, accessibility checks, approval, and publication using the publishing workflow.
- Run scheduled reviews by checking page accuracy, links, metadata, ownership, and employee usefulness, and record whether each page is retained, revised, redirected, or archived.
- Escalate overdue or disputed reviews through the remediation process, notify affected owners, and update the register after the corrective action is completed.
Best practices
- Assign a role rather than a department mailbox as the accountable owner, and record a backup reviewer for every content area.
- Set review cadence from content risk and change frequency, with shorter intervals for policy, benefits, safety, legal, and emergency information.
- Require page owners to verify the last-reviewed date, page purpose, audience, links, and contact route during every review.
- Use progressive disclosure by keeping the Governance home concise and linking to detailed workflow, standards, register, and remediation pages.
- Write publishing requirements as observable checks, such as confirming one clear page title, logical heading order, descriptive link text, and a current owner.
- Add an employee feedback route for inaccurate or confusing content and define who triages reports and how quickly they are acknowledged.
- Archive or redirect superseded pages instead of leaving duplicate versions in search results or navigation.
- Review navigation labels and landing-page links periodically so critical governance actions are not buried under generic categories.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What parts of intranet governance does this template cover?
It covers ownership assignment, backup review roles, review cadence, publishing intake, accessibility and content standards, review remediation, and escalation. The example site is organized as linked pages so readers can move from governance principles to operational registers and workflows. It is intended for employee-facing intranet content, not records-management retention schedules or technical platform administration.
Who should run this governance site?
An intranet product owner or digital workplace lead should maintain the site structure and governance rules. Content owners and subject-matter experts should keep individual pages accurate, while editors or accessibility reviewers check submissions before publication. Assign a named role and backup role for every governed content area so reviews do not stop when one person is unavailable.
How often should content be reviewed?
Set the cadence by risk and change frequency rather than applying one interval to every page. Policy, benefits, safety, legal, and emergency information usually needs a more frequent review than stable reference material. Record the due date, reviewer, outcome, and next action in the ownership register, then escalate overdue reviews through the remediation page.
Does this template make content legally compliant?
No. It provides checkpoints for plain language, headings, links, metadata, approvals, and WCAG 2.1 AA basics, but it does not replace legal, privacy, records, or accessibility review. Regulated content should be assigned to the appropriate policy owner and routed through your organization’s formal approval process before publication.
What is the most common mistake when using an intranet governance site?
A frequent mistake is recording a department name as the owner without identifying an accountable role and backup reviewer. Another is treating publication as the end of the process and failing to schedule the next review. Use the register to capture ownership, cadence, review evidence, and escalation status rather than relying on email or informal memory.
Can I customize the pages and workflows?
Yes. Replace the sample role names, links, approval gates, review intervals, escalation contacts, and terminology with your organization’s operating model. Keep the separation between the ownership register, publishing workflow, content standards, and remediation workflow so each task remains easy to find.
Can this connect to our publishing or collaboration tools?
The template provides navigational links and governance steps that can point to your CMS, intranet platform, ticketing queue, document repository, or accessibility checker. Update the CTA destinations and resource links to match your tools. Integrations still require configuration in the target systems; this template does not automatically approve or publish content.
How should we roll this out across departments?
Start with a small set of high-use or high-risk content areas, such as HR policies, IT support, and health and safety. Assign owners, test the publishing workflow, and use the remediation process on a limited content inventory before expanding. Publish a short announcement explaining where owners record reviews and how employees can report inaccurate information.
Why use this instead of an ad-hoc spreadsheet and email process?
A spreadsheet may record dates, but it rarely explains who approves a page, what quality checks apply, or what happens when a review is overdue. This site gives owners a visible hub-and-spoke structure with linked procedures, standards, and escalation guidance. You can still link to a register or ticketing system while keeping the operating rules discoverable.
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Every employee gets a seat. Request pricing for Communications & Intranet and we quote into a workspace with Intranet Content Governance Site ready.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
