Document Listing Tips
Your website’s Documents listing can be a great source of information for your customers. What follows are suggestions on how to leverage this resource for your organization.
Your organization type determines what document categories you may want to post on your site. Here are some document types to consider:
- Agenda
- Budget
- Charter & Code
- Design Standards
- Fee Schedule
- Forms
- General Information
- Hiring & Employment
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- Meeting Minutes
- News Releases
- Newsletters
- Zoning Information
- Applications
- Tax Forms
- Project Summaries
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Documents should always be uploaded as PDF Documents (Portable Document Format) and should always be up‐to‐date. Documents that are posted quarterly or monthly, such as Minutes and Newsletters, should be posted online quarterly or monthly for availability to the public. Documents that change every year should be removed at the end of the year and replaced with the new documents, such as tax forms. Posting documents online is not only more cost effective for your organization, but is one of many ways to Go Green.
The Documents feature allows you to organize documents alphabetically by category. The list above is a list of suggested categories under which you could list your documents. It is a logical way to sort dozens or hundreds of documents that would otherwise be difficult to sort through. Be sure to give the categories standard names so viewers can find them easily – you may be familiar with your organization’s documentation, but the community is not.
Attract Return Viewers
Documents should be updated on a monthly or quarterly basis. If web users know that your documents are current, they will likely begin using your site as their go‐to‐source for information and forms drawing them back to your website again and again.
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