Before doing any creation or management tasks, read these basic, essential practices for creating and sharing content via the wiki. All employees who use the wiki are expected to know and abide by these. You've already read some of these and you'll read more about others later in this guide.
Keeping Information Accessible, But Secure
- Always be aware of the visibility status of your page. Who can view the page? Who can edit it? Do not make any sensitive information available publicly. If in doubt, limit the page visibility, and ask a supervisor or colleagues for help in determining who should see particular information in the wiki, and who should not. (You can skip ahead to visibility restrictions tools now!)
- Know that by default new pages are usually visible to the entire world. Also by default, new pages are usually editable by all Canisius employees. In only a few, specialized spaces are there space-level visibility or editing restrictions. So for each new page, set visibility and editing restrictions exactly as you want them, before you publish.
- Files attached to pages share the visibility settings of the page. A file may not be linked or visible on any page in the wiki. But if it is attached to a page that is visible on the web, visitors could access the file through the ... menu, and the files will be picked up by search engines like Google or Bing and displayed in search results. So make certain that a page's visibility settings are appropriate for any files you attach to that page.
- Do not store passwords, identification numbers, grades, or financial account identifiers in the Wiki. The wiki can contain information that we wish to make available only to certain employees such as committee meeting minutes, or perhaps procedural information for office staff. But some information, particularly access identifiers, should not be stored or shared via the wiki under any circumstances. Again, if in doubt, ask your supervisor.
Maintain Your Wiki
Aside from security, you should maintain your wiki pages in some basic ways so that they are a great resource for you, your colleagues and clients, and help the wiki be more useful for all of us.
- Keep wiki information up-to-date. If out-of-date information is still visible in the wiki, count on people finding and referring to it. This leads to frustration all around.
- Periodically check files attached to pages. Delete old, or out-of-date files, instead of just removing the links to them on pages. If you wish to save them, download them and store them elsewhere. That way, users don't find out-of-date files in the wiki's search tool, or via Google or Bing.
- Do not rely on the lefthand side menu for users to navigate, since that menu does not appear in the browser on mobile devices. Install menus within your pages.
- Remember to use the sharing short-link when sharing pages via email, or another web resource. Do not share with the address you see in the URL bar when the page is on screen. That address may change, if the page is ever moved or renamed.
In the attachments area for this page, it's time to delete Confluence Padlock Icon Old.png if we no longer use that file to display on the page.
A Good Internet Habit
In the wiki, try not to rush. Be deliberate and attentive. Periodically review sharing settings on your pages, to make certain they are set properly. Budget extra time to make certain the content you manage is up-to-date, visible, is not available for anyone who should not have access to that content, and appropriate for your intended audience.
This is great advice when working in the Canisius wiki, and also on any other important, public-facing web space, including the Canisius webpage, your D2L course space, or even your personal social media accounts.
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