I use this spreadsheets for taking content inventories – a task often done toward the beginning of an information architecture project, and essential for any website or intranet content migration project.

The spreadsheet stores information about each ‘page’ on the website. It is a very handy tool as it allows you to get an understanding of all the content on your website, and see it all at a glance.

Before taking a content inventory, think about what you need to get out of it and what you may use it for in your projects. Think about what information you may need to collect, and only collect that – don’t collect more than you might need – it is just a waste of time and effort.

For most of my projects, I like to collect:

• Navigation title, page title and URL for every page
• List of all downloadable files (publications, resources, fact sheets etc)
• Content relationships – usually the site hierarchy

I often also like to collect:

• Date last updated
• Content owner

If you are lucky, your content management system may already have a listing of  file. If you are unlucky, you may have to click through the site page by page.

Files

• Content inventory spreadsheet (.xls) (90KB)
• Content inventory spreadsheet (.xlsx) (27KB)

Notes

The spreadsheet contains instructions for what to include in each column and a set of tips for how to go about filling in the spreadsheet.

The main point to remember is that this is a tool for you to use for your project. You should collect whatever will help you best and represent the information however suits you. The spreadsheet is only a guide.

Screenshots

Resources

Articles on how to take a content inventory:

• Doing a Content Inventory (Or, A Mind-Numbingly Detailed Odyssey Through Your Web Site) – Adaptive Path
• Taking a content inventory – Maadmob
• Conduct a content inventory – Usability.gov
• Content inventory links on del.icio.us

I use it to analyse results from open card sorts. I have refined it to the point where I’m happy with it, and have prepared instructions for it. The instructions and spreadsheet are completely free for you to use however you wish.

Files

There are four files available:

• Card sort analysis spreadsheet instructions (PDF, 715KB)
• Empty card sort analysis spreadsheet template for 20 participants (XLS, 4.1MB)
• Example spreadsheet with content (XLS, 2.0MB): based on papers from the IA Summit
• Empty card sort analysis spreadsheet template for 40 participants (ZIP, 1MB)

Notes

Some other random notes:

• I have done everything I know to make the PDF screen-reader friendly, but please let me know if it isn’t
• I use a PC and know it works on a PC. I have had mixed response from friends with Macs – for some it works, some it doesn’t. If it doesn’t, please let me know and I’ll explore further

Screenshots

Entering the card names:

Summary of all cards and standardised categories:

Analysis of categories:

Visualisation of results:

Card sorting book

I am currently writing a book on card sorting – check out the card sorting book website.