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Website Deletion Protocols

I. Purpose


The website deletion protocols ensure that Toronto Metropolitan University (TMU) websites remain relevant, accurate, and secure, and adhere to SEO best practices and accessibility standards. By removing neglected content, these protocols mitigate security risks, reduce outdated information, and enhance the overall user experience for students, faculty, staff, and the public.

The standards & guidelines framework outlines criteria and processes to efficiently manage abandoned websites thereby upholding the university’s reputation and commitment to digital excellence.

This document intends to outline the responsibilities of all AEM content creators i.e. authors, site owners, departments, and faculties that have sponsored the creation of a website; and the processes in place to audit, assess and remove abandoned content.

This deletion protocols are intended for websites built, updated, and managed in the Adobe Experience Manager (AEM) Web Content Management System (WCMS).


II. Website Deletion Process

A TMU website is subject to removal from AEM if any or all of the following criteria are met:

  1. The website has had no activity for more than two years i.e. no edits, updates, or changes; and/or
  2. The website has no AEM author(s) assigned to its user management group(s).

Other criteria may include:

  1. Engagement: Low or zero engagement metrics;
  2. Accuracy: Content that is outdated, incorrect, or irrelevant;
  3. Redundant: Content that is no longer useful; duplicate content;
  4. Ryerson branding that requires updating to TMU branding;
  5. Legal requirements: Content does not comply with regulatory requirements, such as AODA, or security specifications.


See: Abandoned Websites Protocols


III. Site Review, Warning, and Removal

Step 1: Ongoing Monitoring

   1.  Run reports for inactivity and user management - (Responsibility: Digital Publishing (DPU), CCS
   2. Monitor Siteimprove, Clarity, and GA4 reports (Responsibility: University Relations)

Step 2: Initial Warning

   3. The website owner/sponsor will be sent an email notifying them that their site has been inactive for 24 months (or more)  and/or, the site has no author.
   4. The owner/sponsor will be given 60 days to do the following

        i.  Update the site (showing active maintenance);

        ii. Request the addition of a new AEM author (trained) to their site; and/or

       iii. Provide a strong justification for keeping the site live despite the inactivity.
 
NB: No sites will remain in AEM with no author assigned to the group.

Step 3: Second Warning (60 days after initial warning)

  5. If no action is taken after the initial 60-day period, a second email will be sent.

  6. The owner/sponsor will be informed that the site will be unpublished from torontomu.ca immediately and deleted within 30 days of this email.

  7. They will be informed that a downloadable archive of the HTML files will be provided to them if no action is taken within the next 30 days.

Step 4: Final email (90 days following initial warning)

  8. The final email will be sent 30 days after the second warning.

  9. The owner will be provided with an HTML archive of the unpublished site and the site will be deleted within five business days.

How to prevent site removal

To prevent site removal, the owner, author, or editor can:

  • Regularly update the content or structure of the site;
  • Ensure quality assurance protocols are in place (e.g. Siteimprove);
  • Assign new editors or authors when staff roles change; and
  • Respond promptly to warnings and provide justifications for retaining inactive sites.