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Web Design, Content Management

Content Inventory: How to Capture and Record Data from Your Website

Part of a website redesign involves evaluating content on your existing site. Before you launch into new content creation or migrate content to your new site, you can save time and resources by evaluating your existing content.

Comprehensive CMS Data Report

To do this, you need to run a comprehensive report within your content management system (CMS) that lists all content on your site. Set the parameters or filters of your report to capture as much data as possible; you can always delete the information you don’t need.

OU Campus pages custom report
A good CMS can run a comprehensive report that lists all content on your website.

Crawling Your College or University Website for Data

Another way to capture data is to use an external tool to crawl your website. Use a desktop website crawler like Screaming Frog to identify all data on your existing website and then export the data into a spreadsheet. When used effectively, this is perhaps the easiest and most time-efficient method for capturing data.

Screaming Frog report
Screaming Frog crawls your site pages and exports the data into a spreadsheet.


Manually Capture Data on Your College or University Website

A third way is to manually enter data on a spreadsheet that details specific information about each page. This is a time-consuming process, but also the most comprehensive.

Helpful data to capture and record includes:

  • URL
  • Navigation title
  • Page title
  • Meta description
  • ALT tags
  • Meta keywords
  • File size
  • Word count
  • Downloadable files
  • Site hierarchy
  • Errors, broken links, and redirects
  • Number of external links
  • Number of internal links
  • Page owner
  • Last updated
  • Page visits
  • Bounce rate
  • Average time on page
  • Conversion rate
  • Tags/categories
  • Accessibility issues
  • Shares
  • SEO data
  • Content type (e.g., article, video, info page, infographic, image)


A good overview of existing content will help you identify gaps where new content should be added.

If you are getting ready to undergo a website redesign, check out our latest white paper, Website Audit: Cleaning Up Your Content Before a Redesign, to learn more about content auditing.

Download white paper

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