Content Manager Manual

This manual is for the people who publish and maintain public content in MemehCMS. It explains how to keep institutional websites clear, accurate, accessible, and trusted.

The goal is not only to add content. The goal is to publish content that the public can understand, search, trust, and act on.

Editorial Principles

Use these principles for every public record:

1. Accuracy first: confirm names, dates, links, fees, and references before publishing.
2. Plain language: write for the public, not for internal memos.
3. Short summaries: list pages need quick descriptions.
4. Strong titles: titles should explain the content without needing extra context.
5. Managed media: use the Media Library instead of raw URLs where the platform supports it.
6. Traceability: keep records inside the right module so developers can build reliable pages.
7. Privacy: never publish personal data or sensitive case details by mistake.

Choosing The Right Content Type

Use the right module so websites and APIs can display content correctly.

Need	Use
News story, speech, press release	Posts / News
Static page such as About or Contact	Pages
Public service, product, permit, payment, application	Services / Products
Division, unit, command, directorate	Departments
Office, branch, station, service point	Locations
Official profile or reporting structure	Leadership / Organogram
Homepage slide or featured campaign	Sliders
PDF report or official publication	Publications
Law, policy, form, manual, guideline	Records / Forms
Procurement opportunity	Tenders
Formal public announcement	Public Notices
Calendar item or programme	Events
Complaint, enquiry, FOI, support or sales follow-up	Request Cases
Urgent public safety notice	Emergency Alerts
Public question and answer	FAQs
Vacancy or recruitment notice	Jobs

Article Standards

Articles should be used carefully because production websites depend on the article API.

For each article:

1. Use a direct title.
2. Add an excerpt that can stand alone on a listing page.
3. Choose one category.
4. Add tags only when useful.
5. Select a featured image from Media Library.
6. Use paragraphs, headings, and lists for readability.
7. Avoid pasting messy Word formatting.
8. Keep embedded scripts and unsafe HTML out of content.
9. Publish only when approved.

Good article title:

Immigration Department Opens New Service Desk At Freetown International Airport

Weak article title:

Update

Page Standards

Pages are stable public website content. Avoid turning pages into news feeds.

Useful pages include:

1. About the institution.
2. Mandate and legal basis.
3. Leadership.
4. Departments.
5. Contact.
6. Privacy policy.
7. Accessibility statement.
8. Service information.
9. Public forms.

Each page should have one job. If a page becomes too long, split it into focused pages and connect them with menus.

Service And Product Standards

Services and Products are important for service portals and enterprise websites.

Required fields should normally include:

1. Name.
2. Short description.
3. About or full content.
4. Fee if applicable.
5. Department owner if applicable.
6. CTA type and link.

CTA examples:

1. Apply Online.
2. Pay Fee.
3. Book Appointment.
4. Download Form.
5. Contact Office.
6. Learn More.

The CTA must point to a real internal or external destination.

Department Standards

Departments should be named the way the public and staff recognize them.

Use parent departments when there is a hierarchy. For example:

1. Corporate Services.
2. Finance Department under Corporate Services.
3. Procurement Unit under Corporate Services.

Avoid duplicate department records with slightly different names.

Leadership Standards

Leadership profiles should be formal and consistent.

Recommended fields:

1. Full name.
2. Official title.
3. Department.
4. Reporting line.
5. Short biography.
6. Managed photo from Media Library.
7. Status.
8. Sort order.

Do not use raw photo URLs when the media picker is available.

Publication Standards

Publications should be easy to find and trustworthy.

For each publication:

1. Use the official title from the document.
2. Add publication date.
3. Upload the PDF to Media Library.
4. Choose the right category or type if available.
5. Add a summary when helpful.
6. Confirm the file opens after upload.

If a PDF upload fails, check the visible upload size limit. PHP can reject oversized uploads before the application receives the file.

Records And Forms Standards

Records and forms often become the most-used section of an institutional website.

Use consistent document types:

1. Law.
2. Policy.
3. Form.
4. Guideline.
5. Manual.
6. Circular.
7. Report.
8. Template.

Use a clear document title, not only the filename.

Tender Standards

For tenders:

1. Confirm title and reference number.
2. Confirm department or procurement unit.
3. Confirm closing date and time.
4. Attach tender documents.
5. Publish status only when approved.
6. Archive or close tenders after the deadline.

Notice Standards

Use Public Notices for formal notices that may not be full news stories.

Good notices are:

1. Short.
2. Dated.
3. Actionable.
4. Categorized.
5. Clear about who is affected.

Emergency Alert Standards

Emergency Alerts should be direct.

Use this pattern:

1. What happened.
2. Who is affected.
3. What the public should do.
4. Where to get updates.
5. When the alert ends or should be reviewed.

Avoid long speeches in alerts.

Media Standards

Images:

1. Use clear, relevant images.
2. Avoid blurry or dark images.
3. Crop before upload if needed.
4. Use official photos for leadership and institutional identity.
5. Keep filenames meaningful.

Documents:

1. Use PDF for final public documents.
2. Use Word or Excel only when the public needs an editable form.
3. Keep file size reasonable.
4. Replace old drafts before publishing.

Metadata And SEO

For important content, complete:

1. Slug.
2. Summary.
3. SEO title if available.
4. SEO description if available.
5. Featured image.

Good metadata helps public websites, search engines, and social previews.

Accessibility Checklist

Before publishing:

1. Use descriptive headings.
2. Avoid huge walls of text.
3. Use simple words where possible.
4. Do not put important text only inside images.
5. Use documents that can be read by screen readers when possible.
6. Make links descriptive, not only "click here".

Governance Checklist

Before publishing sensitive content:

1. Confirm approval from the responsible officer.
2. Check legal and privacy sensitivity.
3. Confirm the content belongs to the selected institution.
4. Confirm names and titles.
5. Confirm dates, fees, and deadlines.
6. Confirm attachments are final.
7. Confirm no private case details are included.

Handling Corrections

If content is wrong:

1. Edit the record as soon as possible.
2. Keep the corrected title and slug stable unless the URL is wrong.
3. Use audit logs if you need to investigate changes.
4. If content should no longer be visible, move it to draft or trash according to internal policy.

Recommended Weekly Routine

1. Review new drafts.
2. Check expiring tenders, jobs, and events.
3. Review active emergency alerts.
4. Check broken CTAs on services.
5. Review top documents in Publications and Records.
6. Clean duplicate categories, tags, or departments.
7. Confirm media uploads are visible.
8. Review audit logs for unusual activity.

Working With Developers

Developers build websites from published content and API fields. Keep field meaning stable.

Tell developers:

1. Which modules are used.
2. Which menu locations matter.
3. Which CTA fields drive buttons.
4. Which categories power listing pages.
5. Which content should be hidden until publish date.
6. Which media sizes or formats the website needs.

Good content structure makes the website easier to build and maintain.