What to change
Automatic file discovery needs an explicit public-content rule. Ask the supplier how it distinguishes published articles from previews, tests and restricted resources, then challenge that rule with representative examples. The content owner should approve intentional exclusions. Keep access protection separate: a resource can be absent from a sitemap and still publicly retrievable. Acceptance therefore needs both a correct public inventory and unchanged protection of restricted material.
A worked example
Illustrative example
Illustrative test: Place an intentionally private test example in the source tree during a controlled test. A test page placed beside public guides may be swept into an automatically generated sitemap. The content owner marks it as intentionally non-public, and the supplier demonstrates the corrected inclusion rule with that example. A separate signed-out access check confirms any required protection. The result is not merely a shorter search list: it is an inventory matching the publishing decision while restricted material retains the controls appropriate to its audience.
What this means for your practice
An automatic file scan may discover test pages or staff resources alongside public guides. Decide the public inventory deliberately rather than assuming every file belongs in search. Ask your supplier to explain how the sitemap generation distinguishes those categories, then demonstrate representative included and excluded examples. Your content owner should approve the distinctions. Remember that leaving a file out of a sitemap does not itself restrict who can open it. Check protection separately where material is private. A useful acceptance record therefore shows both a correct public list and the intended access behaviour, without making a restricted resource public simply to satisfy a publication check.
How to check the result
The test example stays out of the public sitemap without weakening its access protection.
A mistake to avoid
Sitemap exclusion alone does not secure a private file.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
Need help with this?
Tell us what is getting in the way. Kay & Co. can help you understand the options and turn the next step into something that works for your practice.
Explore marketing & search services or discuss your project.
Try the free Healthcare Digital Planner to find your starting priority.