Maintain the digital content and supplier inventory

Define what belongs in the register

Start with the public domains and applications people use for BuildLACCD information and services. Add page templates and interactive journeys, public document libraries, recurring document families, media collections and third-party tools embedded in or linked from those journeys. Identify ownership across the whole process, including a supplier that controls a registration, map, survey, video player or hosted document viewer.

Use a sitemap, analytics, known service list, editorial calendars, procurement records and staff interviews as discovery inputs. A crawler or file list can help locate content but will miss pages behind forms, changing page states, password-protected workflows and some externally hosted material. Record the discovery method and the date. Keep a boundary field for items that need scope confirmation instead of assuming they are excluded.

Reconcile the register each month against new page requests, releases, file uploads, vendor renewals and user reports. Assign a named role and backup for each item. Review high-impact or rapidly changing services more often when there is a confirmed need.

Record details for planning and retesting

• Inventory ID; public name; canonical URL or service entry point; content or service type; primary user task.
• Owning team and content owner; technical owner; supplier name and support route; renewal or change window when known.
• Platform, template or component; source repository or editable file location; production and test environment.
• Accessibility target and scope decision; last review date and method; known findings and linked issue IDs.
• Feedback route, public statement location, next planned review date and reason for priority.
• Status: active, replaced, archived, pending scope decision or retired; change record and approver.

A useful record lets a maintainer identify which shared component or supplier needs to be checked after a change. Store internal contacts in the approved system and publish only the approved public contact information.

Connect suppliers to the affected user task

For each third party, record its purpose, where people encounter it, information handled, procurement owner, supplier contact and change-notice method. Note whether a usable alternative exists. Request current accessibility documentation with its scope, date, methods and product version. Arrange a demonstration or test access for the full user journey.

Test the integrated service in BuildLACCD’s page, configuration and complete process. Assign an internal owner to reproduce barriers, file supplier issues, track decisions and retest updates. When a service changes or is replaced, preserve migration and record requirements, update links and staff instructions, and revise the inventory.

Escalate a service with no owner, no working test route or a barrier that blocks an important task to the program owner and procurement contact. Keep it in the register while a decision is pending. See third-party content for on-page integration checks and the document library guide for downloadable files.

Use a working record

Complete a record when the activity occurs, download it and retain it in the approved team location.

• Site, application and dependency inventory
• Vendor and procurement accessibility review