Content Governance Framework for Digital Signage
As digital signage networks scale, content governance becomes critical. Without clear processes, organizations face brand inconsistencies, outdated content, compliance violations, and operational chaos. This guide provides a complete framework for managing digital signage content at enterprise scale.
Why Content Governance Matters
Risks of Ungoverned Content
| Risk | Example | Impact |
|---|---|---|
| Brand damage | Off-brand colors, wrong logo | Customer confusion, brand dilution |
| Legal liability | Expired promotions displayed | False advertising claims |
| Compliance violation | Unapproved health claims | Regulatory fines |
| Offensive content | Inappropriate images | Public relations crisis |
| Outdated information | Old pricing, closed locations | Customer frustration |
| Security breach | Unauthorized access, defacement | Reputation damage |
Benefits of Governance
- Consistent brand experience across all locations
- Reduced errors through approval workflows
- Clear accountability for content decisions
- Faster response to issues with defined processes
- Audit trail for compliance requirements
- Scalable operations as network grows
Governance Framework Overview
┌─────────────────────────────────────────────────────────────────────────┐
│ CONTENT GOVERNANCE FRAMEWORK │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ GOVERNANCE COUNCIL │ │
│ │ Sets strategy, policies, standards │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │ │
│ ┌───────────────┴───────────────┐ │
│ ▼ ▼ │
│ ┌─────────────────────┐ ┌─────────────────────┐ │
│ │ POLICIES │ │ STANDARDS │ │
│ │ • Approval rules │ │ • Brand guidelines│ │
│ │ • Access control │ │ • Technical specs │ │
│ │ • Compliance req │ │ • Quality criteria│ │
│ └─────────────────────┘ └─────────────────────┘ │
│ │ │ │
│ └───────────────┬───────────────┘ │
│ ▼ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ PROCESSES │ │
│ │ • Content creation workflow │ │
│ │ • Review and approval │ │
│ │ • Publishing and scheduling │ │
│ │ • Monitoring and maintenance │ │
│ │ • Archiving and retirement │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │ │
│ ▼ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ TECHNOLOGY │ │
│ │ • CMS with workflow support │ │
│ │ • Role-based access control │ │
│ │ • Audit logging │ │
│ │ • Version control │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Roles and Responsibilities
RACI Matrix
| Activity | Content Creator | Reviewer | Brand Manager | IT Admin | Legal |
|---|---|---|---|---|---|
| Create content | R | C | C | I | I |
| Review content | I | R | C | I | C |
| Brand approval | I | I | R/A | I | I |
| Legal approval | I | I | C | I | R/A |
| Publish content | C | I | I | R | I |
| Monitor displays | I | I | I | R | I |
| Audit compliance | I | I | C | C | R |
R = Responsible, A = Accountable, C = Consulted, I = Informed
Role Definitions
Content Creator
- Creates and edits content
- Follows brand guidelines and templates
- Submits content for approval
- Cannot publish directly
Content Reviewer
- Reviews content for accuracy
- Checks compliance with standards
- Approves or requests changes
- May be department-specific
Brand Manager
- Maintains brand guidelines
- Final approval on brand compliance
- Can override other approvers
- Audits published content
IT Administrator
- Manages CMS and player infrastructure
- Controls user access and permissions
- Publishes approved content
- Monitors system health
Legal/Compliance
- Reviews for legal requirements
- Approves regulated content
- Maintains compliance documentation
- Investigates violations
Content Standards
Brand Guidelines for Signage
┌─────────────────────────────────────────────────────────────────┐
│ SIGNAGE BRAND STANDARDS │
├─────────────────────────────────────────────────────────────────┤
│ │
│ LOGO USAGE │
│ ├── Primary logo only (no variations) │
│ ├── Minimum clear space: 20% of logo width │
│ ├── Minimum size: 200px width │
│ └── Approved backgrounds only │
│ │
│ COLOR PALETTE │
│ ├── Primary: #0066CC (Brand Blue) │
│ ├── Secondary: #FF6600 (Accent Orange) │
│ ├── Neutral: #333333, #666666, #FFFFFF │
│ └── Alert: #CC0000 (Red), #009900 (Green) │
│ │
│ TYPOGRAPHY │
│ ├── Headlines: Gotham Bold │
│ ├── Body: Open Sans Regular │
│ ├── Minimum size: 24pt (at 6ft viewing) │
│ └── Maximum line length: 50 characters │
│ │
│ IMAGERY │
│ ├── Approved image library only │
│ ├── No stock photo watermarks │
│ ├── Minimum resolution: 150dpi at display size │
│ └── Lifestyle images must reflect brand values │
│ │
│ LAYOUT │
│ ├── Use approved templates │
│ ├── Maintain safe zones (10% border) │
│ ├── Consistent zone placement │
│ └── No more than 3 content zones per screen │
│ │
└─────────────────────────────────────────────────────────────────┘
Content Quality Checklist
Before submission, content must pass:
Visual Quality:
- Resolution matches display (no pixelation)
- Correct aspect ratio (no stretching)
- Readable text at viewing distance
- Sufficient contrast for readability
- Brand colors used correctly
Information Accuracy:
- Pricing is current and correct
- Dates and times are accurate
- Contact information verified
- Links/QR codes tested
- Legal disclaimers included
Technical Compliance:
- File format supported
- File size within limits
- Duration appropriate for rotation
- Animation loops smoothly
- Video codec compatible
Legal/Compliance:
- Claims substantiated
- Required disclosures present
- Copyright cleared for images
- Music licensing confirmed
- ADA accessibility considered
Approval Workflows
Standard Workflow
┌─────────────────────────────────────────────────────────────────────────┐
│ STANDARD APPROVAL WORKFLOW │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌───────────┐ │
│ │ CREATE │ Content creator builds content │
│ └─────┬─────┘ │
│ │ │
│ ▼ │
│ ┌───────────┐ │
│ │ SUBMIT │ Creator submits for review │
│ └─────┬─────┘ │
│ │ │
│ ▼ │
│ ┌───────────┐ ┌───────────┐ │
│ │ REVIEW │─────▶│ REVISE │ If changes needed │
│ │ │◀─────│ │ │
│ └─────┬─────┘ └───────────┘ │
│ │ │
│ ▼ Approved │
│ ┌───────────┐ │
│ │ BRAND │ Brand manager approval │
│ │ APPROVAL │ │
│ └─────┬─────┘ │
│ │ │
│ ▼ │
│ ┌───────────┐ │
│ │ SCHEDULE │ Content scheduled for publication │
│ └─────┬─────┘ │
│ │ │
│ ▼ │
│ ┌───────────┐ │
│ │ PUBLISH │ Content goes live on displays │
│ └─────┬─────┘ │
│ │ │
│ ▼ │
│ ┌───────────┐ │
│ │ MONITOR │ Ongoing verification │
│ └───────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Workflow by Content Type
| Content Type | Required Approvers | Turnaround Target |
|---|---|---|
| Routine promotion | Dept reviewer → Brand | 2 business days |
| New product launch | Dept → Brand → Legal | 5 business days |
| Price change | Dept → Finance → Brand | 1 business day |
| Emergency alert | Pre-approved, instant | Immediate |
| Legal/regulated | Dept → Brand → Legal | 5-10 business days |
| Template update | Brand → IT → Test | 10 business days |
| External content | Brand → Legal → IT | 10 business days |
Expedited Workflow
For urgent content needs:
| Urgency Level | Process | Authorization |
|---|---|---|
| Normal | Full workflow | Standard |
| Urgent (24hr) | Parallel review | Director approval |
| Emergency (immediate) | Skip to Brand Manager | VP approval |
| Pre-approved | Auto-publish | Template-based only |
Content Lifecycle Management
Content States
┌─────────────────────────────────────────────────────────────────┐
│ CONTENT LIFECYCLE STATES │
├─────────────────────────────────────────────────────────────────┤
│ │
│ DRAFT ──────▶ PENDING REVIEW ──────▶ APPROVED │
│ │ │ │ │
│ │ REJECTED │ │
│ │ │ │ │
│ │◀─────────────────┘ │ │
│ │ ▼ │
│ │ SCHEDULED │
│ │ │ │
│ │ ▼ │
│ │ LIVE │
│ │ │ │
│ │ ┌────────────────┴────────────────┐ │
│ │ ▼ ▼ │
│ │ PAUSED EXPIRED │
│ │ │ │ │
│ │ └──────────┬─────────────────────┘ │
│ │ ▼ │
│ │ ARCHIVED │
│ │ │ │
│ │◀────────────────────────────────┘ (if re-used) │
│ │
└─────────────────────────────────────────────────────────────────┘
Content Expiration Policy
| Content Type | Default Lifespan | Review Trigger |
|---|---|---|
| Promotional | End date + 1 day | Auto-archive |
| Seasonal | Season end | Manual review |
| Product info | 6 months | Alert to review |
| Evergreen | 12 months | Annual review |
| Regulatory | As specified | Compliance review |
| Emergency | Event end | Manual removal |
Archive and Retention
| Content Category | Retention Period | Storage |
|---|---|---|
| All published content | 7 years | Archive storage |
| Approval records | 7 years | Audit database |
| Draft content | 6 months | Working storage |
| Rejected content | 1 year | Reference only |
| Compliance content | 10 years | Legal hold |
Access Control
Permission Levels
┌─────────────────────────────────────────────────────────────────────────┐
│ PERMISSION MATRIX │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ PERMISSION CREATOR REVIEWER BRAND MGR IT ADMIN VIEWER │
│ ───────────────────────────────────────────────────────────────── │
│ View content ✓ ✓ ✓ ✓ ✓ │
│ Create content ✓ ✓ ✓ ✓ ✗ │
│ Edit own content ✓ ✓ ✓ ✓ ✗ │
│ Edit any content ✗ ✗ ✓ ✓ ✗ │
│ Delete content ✗ ✗ ✓ ✓ ✗ │
│ Approve content ✗ ✓ ✓ ✗ ✗ │
│ Publish content ✗ ✗ ✓ ✓ ✗ │
│ Manage schedules ✗ ✗ ✓ ✓ ✗ │
│ Manage players ✗ ✗ ✗ ✓ ✗ │
│ Manage users ✗ ✗ ✗ ✓ ✗ │
│ View reports ✓ ✓ ✓ ✓ ✓ │
│ Export data ✗ ✗ ✓ ✓ ✗ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Location-Based Access
For multi-location organizations:
| User Type | Access Scope |
|---|---|
| Corporate | All locations |
| Regional | Assigned region only |
| Location | Single location only |
| Franchise | Owned locations only |
| Vendor | Specific content only |
Access Request Process
- Request submitted via IT ticket
- Manager approval for role assignment
- IT verification of need and scope
- Training completion required
- Account creation with appropriate permissions
- Periodic review of access (quarterly)
Compliance and Audit
Audit Trail Requirements
Every action logged:
- User ID and timestamp
- Action performed
- Content affected
- Before/after state
- IP address and device
Compliance Reporting
| Report | Frequency | Audience |
|---|---|---|
| Content inventory | Monthly | Brand Manager |
| Approval compliance | Weekly | Operations |
| User access | Quarterly | IT/Compliance |
| Content violations | As needed | Management |
| System audit | Annual | Internal Audit |
Violation Response
┌─────────────────────────────────────────────────────────────────┐
│ VIOLATION RESPONSE PROCEDURE │
├─────────────────────────────────────────────────────────────────┤
│ │
│ SEVERITY LEVELS: │
│ │
│ LEVEL 1 - CRITICAL (Immediate response) │
│ • Offensive/inappropriate content │
│ • Legal/compliance violation │
│ • Security breach │
│ Response: Immediate takedown, executive notification │
│ │
│ LEVEL 2 - HIGH (Same day response) │
│ • Significant brand violation │
│ • Incorrect pricing/promotions │
│ • Unauthorized content │
│ Response: Remove within 4 hours, manager notification │
│ │
│ LEVEL 3 - MEDIUM (Next business day) │
│ • Minor brand inconsistency │
│ • Outdated information │
│ • Quality issues │
│ Response: Correct within 24 hours, document │
│ │
│ LEVEL 4 - LOW (Scheduled correction) │
│ • Style preference │
│ • Minor formatting │
│ Response: Include in next update cycle │
│ │
└─────────────────────────────────────────────────────────────────┘
Templates and Tools
Content Brief Template
CONTENT BRIEF
Request Date: _______________
Requester: __________________
Department: _________________
CONTENT DETAILS:
• Content Name: _____________
• Content Type: □ Promotion □ Information □ Event □ Emergency □ Other
• Target Displays: ___________
• Start Date: _______________
• End Date: _________________
MESSAGE:
• Primary Message (7 words max): _______________
• Supporting Info: _______________
• Call to Action: _______________
ASSETS:
• Images provided: □ Yes □ No
• Video provided: □ Yes □ No
• Copy provided: □ Yes □ No
APPROVALS REQUIRED:
□ Department Review
□ Brand Approval
□ Legal Review
□ Executive Sign-off
SPECIAL REQUIREMENTS:
_________________________
Review Checklist
CONTENT REVIEW CHECKLIST
Content ID: _______________
Reviewer: _________________
Date: ____________________
BRAND COMPLIANCE:
□ Logo usage correct
□ Colors within brand palette
□ Typography per guidelines
□ Images from approved library
□ Layout follows template
CONTENT QUALITY:
□ Text readable at distance
□ No spelling/grammar errors
□ Information accurate
□ Dates/prices verified
□ Contact info correct
TECHNICAL:
□ Resolution appropriate
□ File format supported
□ File size acceptable
□ Animation smooth
□ Video playback tested
COMPLIANCE:
□ Required disclaimers present
□ Claims substantiated
□ Copyright cleared
□ Accessibility considered
DECISION:
□ APPROVED
□ APPROVED WITH CHANGES (list below)
□ REJECTED (reason below)
Notes: _____________________
Implementation Roadmap
Phase 1: Foundation (Month 1)
- Define governance council
- Document existing processes
- Identify gaps and risks
- Draft initial policies
Phase 2: Standards (Month 2)
- Create brand guidelines for signage
- Develop quality standards
- Build template library
- Document workflows
Phase 3: Technology (Month 3)
- Configure CMS workflows
- Set up role-based access
- Enable audit logging
- Create reporting dashboards
Phase 4: Training (Month 4)
- Train content creators
- Train reviewers and approvers
- Train IT administrators
- Document procedures
Phase 5: Launch (Month 5)
- Pilot with one department/region
- Monitor and adjust
- Gather feedback
- Refine processes
Phase 6: Scale (Month 6+)
- Roll out organization-wide
- Continuous improvement
- Regular governance reviews
- Update as needed
Frequently Asked Questions
Next Steps
- Content Best Practices - Design guidelines
- SignageStudio User Management - Access control
- Data Privacy & GDPR - Compliance requirements
- A/B Testing - Content optimization
This guide is maintained by MediaSignage, pioneers of digital signage technology since 2008.