Choosing Between a Page and a Document Category
When managing a website, particularly for organisations like local councils, community groups, or public services, structuring content clearly is essential. One frequent decision site managers face is whether to publish information as a web page or file it under a document category. Both approaches serve different purposes, and understanding when to use each can make your site more intuitive, accessible, and easier to maintain.
In this article, we’ll explore the differences between pages and document categories and help you decide which is the best fit for your content.
What is a Page?
A page is a standard part of your website’s structure — a dedicated web page that presents information directly to visitors. It’s ideal for content that should be easily viewable on-screen without needing to download a file. Examples include:
- About Us
- Contact Information
- Service Details (e.g., bin collection schedules)
- Neighbourhood Plan
- Village Hall
Advantages of using a Page:
- Content is immediately viewable online
- Easier to read on mobile devices
- Can be styled to match the site’s design
- Better for search engine optimisation (SEO)
- No need for users to download files to access the information
What is a Document Category?
A document category is a section of your website where files (usually PDFs, Word documents, spreadsheets, etc.) are stored, organised, and made available for download. These categories are useful for housing formal records, detailed reports, or legal documents where the original file format is important.
Typical uses include:
- Financial statements
- Planning applications
- Annual reports
- Historical meeting minutes
- Agendas
- Minutes
- Policies
- Statutory documents
Advantages of using a Document Category:
- Keeps formal or large documents organised and accessible
- Maintains official formatting and layout
- Allows grouping of similar files (e.g., all annual reports in one place)
- Easier for archiving and record-keeping
When to Use a Page vs. a Document Category
| Use a Page when… | Use a Document Category when… |
|---|---|
| The information needs to be read online | The content is a formal or downloadable file |
| You want to optimise for search engines | You need to preserve the document’s original layout |
| The content is relatively brief and text-based | The file is large, detailed, or contains tables, charts, or images |
| You want to link content into other parts of your site | You’re managing a collection of related files (e.g., Minutes, Agendas, Policies) |
A Common-Sense Approach
In many cases, the decision will come down to audience expectation and ease of use. For example:
- A council’s Code of Conduct or set of meeting minutes should be a downloadable document in the appropriate category.
- An explanation of how to report a pothole should be a web page, since users will want to read it quickly online.
- Details about the Neighbourhood Plan’s aims and process might suit a web page, while the formal plan document itself belongs in a document category.
Also, consider accessibility: webpages are often easier to access for users with visual impairments or assistive technologies, while documents like PDFs need to be carefully checked for accessibility compliance.
Final Thoughts
Choosing between a page and a document category isn’t just a technical decision — it’s about making your website easier to navigate, ensuring important information is findable, and meeting the needs of your audience. By thinking about how your users expect to access content, and what the content itself demands, you’ll be able to structure your site in a way that feels natural and efficient.
If in doubt, ask yourself: Does this need to be read immediately on-screen, or is it better as a formal downloadable record? — the answer will usually point you in the right direction.
To find out how to create a document category or page, and add it to the menu, see our Video Tutorials
