Updates to Media Library Management | Health Sciences Enterprise CMS

This article covers the following topics:

Overview
PHI Requirements
PDF Attestation
File Naming Conventions
Duplicate Images
Maximum File Size
Deletion of Unused Media
Additional Resources

Overview

In recent months, we’ve enhanced the media library on the Web Platform to improve the editing experience and expand options for editors. These updates also include new features designed to boost SEO and ensure compliance with UCLA guidelines and relevant laws.

PHI Requirements

As of late July 2024, when adding content to the media library (images, documents, and videos), site editors must attest that the media does not contain any business-restricted, PHI (Protected Health Information), or PII (Personally Identifiable Information). Editors must ensure compliance with all relevant UCLA, UCLA Health, and DGSOM/UCLA policies, including HS 9401 and UC Policy IS-3. If you are uploading content for other users, you are still responsible for meeting these requirements. Note: Website Administrators cannot add media to your site for you.

PDF Attestation

When uploading PDF documents, editors must ensure they do not contain PHI, PII, or restricted information. Additionally, all PDF must be remediated to meet the WCAG 2.0 Guidelines (Web Content Accessibility Guidelines). We recommend avoiding PDFs where possible, as they are not searchable and can hinder site visibility in search engines. Instead, consider creating a web page and adding it to your site structure to avoid the need for PDF remediation. Non-compliance can result in violations of UCLA policies and federal law, potentially leading to legal liability.

File Naming Conventions

As of late August 2024, media files with names including "screenshot" or derivatives of "screen shot" cannot be uploaded. This change is intended to improve our site's search ranking since such file names can negatively impact Google’s ranking algorithms. While this restriction currently applies to the term "screenshot," we may expand this list in the future based on further findings.

Duplicate Images

As of mid-August, if site editors attempt to upload an image that is already in the media library, they will receive an error message. This message will alert editors that the image is a duplicate and they are prevented from uploading it. However, the site will link to the image already in the library, allowing you to select it and add it to your content.

Maximum File Size

Previously, users were able to upload images exceeding the 2 MB file size limit. This issue has been resolved, and media uploaded to the Web Platform must now adhere to a 2 MB maximum file size. This limit ensures proper image quality and manageable document sizes while maintaining optimal site loading times. Note that approximately half of your site visitors use mobile devices, and fast loading times are essential for a positive user experience, especially for mobile users.

Deletion of Unused Media

Starting at the end of August 2024, we have implemented an automated deletion process for unused media. Media that has not been updated in six months and is not associated with any content on the Web Platform will be automatically deleted. This measure helps prevent database bloat and ensures that content editors can easily find relevant media in the library.