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Bureau website migration planning underway

Schedule time with digital strategists from the content team to create your migration plan and help populate your draft content. The goal it to migrate public content to the new platform by the end of 2019. We can do this!

Published

While there is a lot of content (pages, services, documents, media, etc.) to move into the new platform, it is not as daunting a task as you might think.

Understand your site's content better with a map

Website mapping and information architecture has been a valuable discipline in creating complex websites since the early 2000s. Digital strategists on the POWR project team are in the process of creating site maps to help lead the migration conversation in the coming months.

Screenshot of a site map for an example bureau with relationships between content color coded by type.
A simple visualization helps explain a complex site.

Migration plan

Screenshot of a spreadsheet showing the status, title, type, subtype, and legacy paths of content.
A migration plan is an inventory of every content item that needs to be created in the new site.

In addition to a visual site map, the digital strategists can help you create a migration plan. A migration plan is an inventory of the content that you want to migrate from the old site to the new site.

A migration plan tracks:

  • Status of the content
  • Title
  • Type
  • Subtype (if applicable)
  • Legacy paths from the old platform

Additionally, we will look at the migration plan to determine what news and event content can be imported into the new platform.

When building your migration plan it is important to note the following:

  • Only ~15-25% of content should be considered “valuable”. The old platform is 16-years-old with lots of out of date content. You should not migrate everything.
  • Avoid importing duplicate PDFs and Docs that another bureau has already added in their plan.
  • Copy and paste is a perfectly valid strategy for non-critical content getting its first draft.
  • Focus on content important to the community, internal-focused content will be put on the new intranet later this year.

Create content on the new platform

Once you know what you will migrate, the next step is to create a draft for all of that content on the new platform. The initial draft should just be a title an any required fields. A typical 150-200 page bureau should take less than a date to populate drafts. Larger bureaus with more content may take longer. We are exploring ways to import your initial drafts automatically.

Track your progress within Portland.gov admin tools

You will be able to use your "My content" and the "Content" tab within your bureau/office, program, or project to track the amount of content in "draft", "review", or "published". You will also be able to see content that has been "unpublished/archived".

We can use these administrative views to report on your migration progress. This will allow the core team to help bureaus that are lagging behind. It will make it easier for stakeholders to see how much work needs to be completed and what should be prioritized.

We can do this!

A migration of this size is never easy, but it does not have to be stressful. Reach out to the POWR project team with questions or feedback.

Related files

Review our presentation deck from the migration workshop: