Office of the Chief Information Officer &
High Performance Computing and Communications
NOAA Web Infrastructure Policy: Coordination of Web Site Names
This policy is issued by the NOAA Chief Information Officer.
Certified by: CIO Council
DATES: Effective date: October 9, 2007. Last Revision: August 19, 2008.
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Coordination of Web Site Names
Policy
Purpose
Scope
Exceptions
Factors to Consider
Approval Process
Discussion
This policy covers new Web site names (including alias names and redirect names) that are intended to be used by the public. A name is “new” if it requires a new or changed entry in a Domain Name Server (DNS) or in another server (see Scope ). Such a new or changed name will be approved only if the NOAA Chief Information Officer (CIO) determines that it is needed. This determination will be based on the factors listed below, using the Approval Process specified.
Web site names are a resource that must be managed to ensure that NOAA organizations are accountable for their Web site content. A review process for new Web site names promotes consistency with the NOAA Information Architecture, efficiency in set up and use of host services and IP addresses, overall naming consistency, and coordination among similar or related programs, while preventing fragmented, confusing, or overlapping nomenclature. All of this leads to a better user experience. It also helps to ensure that, when needed, NOAA can respond to exigent circumstances such as hurricanes, tsunami, or other emergencies by quickly setting up portal sites and structures.
Web site names, including name changes, alias names and redirect names, that are intended to be used by non-NOAA persons or organizations are subject to this policy. This policy applies to any Web site name that requires a new or changed entry in a DNS server or another server (for example a name that requires a new or changed virtual host entry in a Web server), provided that the name is intended to be used by persons or organizations outside NOAA (the public). This policy does not apply to names that are acquired solely to prevent others from registering, trafficking in, or using a domain name with bad-faith intent, names that are acquired to prevent confusing or conflicting use, names that are acquired to prevent spoofing of a government Web site, or names that are acquired to prevent misuse of a trademark or other name belonging to another. This policy does not apply to names used for technical reasons only and not intended to be used by the public.
Pre-existing names: Any Web site name, including any alias or redirect name, in existence at the time of issuance of this policy may continue in use without approval, unless and until the NOAA CIO determines otherwise, but is subject to approval under this policy for any change of name that would require a new or changed entry (including deletion) in a DNS. Any such pre-existing name must be registered (Registration form) with OCIO within three months of the effective date of this policy unless it has already been reported in a NOAA Web site inventory.
Other exceptions: Other exceptions may be granted at the discretion of the CIO. Requests for such exceptions will follow the same Approval Process as new applications, and must include an explanation of why an exception is needed and appropriate.
New entries in the noaa.gov domain
A new Web site name in the noaa.gov domain, including a change to an existing entry, will be approved only if the NOAA Chief Information Officer (CIO) determines that it is needed. In making this determination, the following factors will be considered:
- Cross-cutting initiative or program: The proposed name is more likely to be approved if it is needed to represent a cross-cutting NOAA initiative or program, or a significant body of information that crosses or could cross NOAA Line Offices.
- Coordination across NOAA offices and programs: A new Web site name in the noaa.gov domain is more likely to be approved if it would be consistent with cooperation or coordination among NOAA Line Offices, and less likely to be approved if not coordinated with other NOAA offices and programs.
- Does not cause confusion or conflicts: A new Web site name in the noaa.gov domain is less likely to be approved if the proposed namecould cause confusion among NOAA programs or activities.
- Does not perpetuate organization-based naming: A new Web site name in the noaa.gov domain is less likely to be approved if the proposed name will perpetuate organization-based naming or represents offices within NOAA (as distinct from programs or initiatives).
- Does not create a false impression: Normally, a new Web site name in the noaa.gov domain is less likely to be approved if it is for a Web site that is not a NOAA Web site, because could give a false impression as to who owns the site.
For example, where NOAA is to be the host of a proposed Web site that is jointly controlled by a number of organizations of which NOAA is no more than an equal partner (e.g., partnership sites), a new Web site name (if appropriate at all) should generally be a name outside the noaa.gov domain. Factors to be considered in determining whether the name could create a false impression, or whether NOAA is less or more than an equal partner include:
- whether the site uses a NOAA look and feel (supports use of noaa.gov domain),
- whether NOAA funds are used (supports use of noaa.gov domain),
- who has primary responsibility for approving site content (if NOAA, use of noaa.gov domain),
- whether the site uses a NOAA server or is otherwise hosted by NOAA (sometimes supports use of noaa.gov domain),
- whether a Memorandum of Agreement (MOA), Memorandum of Understanding (MOU), Joint Project Agreement (JPA), Grant, or Executive Order is in place covering the site (may or may not support use of noaa.gov domain, depending on provisions and parties).
New entries outside the noaa.gov domain
A new Web site name outside the noaa.gov domain will be approved only if the NOAA CIO determines that it is needed.
No such Web site name is to be sought or applied for to any outside authority without prior approval under this policy. In addition, discontinuance of use of such a Web site name requires notification to the NOAA Web Committee (NWC) and to the CIO.
In determining whether to approve a new web site name outside the noaa.gov domain, the following factors will be considered:
- Government-wide initiative or program: The proposed name is more likely to be approved if it is needed to represent a government-wide initiative or program, or an initiative or program that represents initiatives or programs for which responsibility is shared with organizations outside NOAA.
- Facilitate intuitive access: The proposed name is more likely to be approved if it is needed to facilitate intuitive access to NOAA information, and less likely to be approved if existing names could be used just as effectively without detriment to the user experience.
- Not a NOAA-only site: The proposed name is more likely to be approved if:
- Establishing the site is within NOAA’s mission (required), and
- the site’s content will not be completely under NOAA control, and
- there is a MOA, MOU, JPA, Grant, or Executive Order or other similar document in place covering the site and defining respective responsibilities (See the NOAA policy: Provision of Internet Services.), and
- the site does not represent itself as or otherwise appear to be a NOAA Web site.
For any proposed new Web site name, the Web Site Name Approval Process specified below must be completed before the proposed new name is used by any NOAA organization.
Provisional or Expedited Approvals for Exigent Circumstances:Web Site Name Approval Process
Step 1. The CIO of the requesting Line Office, or the Director of the NOAA-level Staff Office if the request is not from a Line Office, shall direct the requesting office:
- to prepare a Web Site Name Request Form ("Request") and
- present it to the NWC through the Line (or Staff) Office representative (Representative) to the NWC.
Step 2. The Representative shall:
- present the Request to the NWC in person or by email at least 21 calendar days prior to intended first use of the proposed new Web site name, and
- submit the Request by email attachment with subject "WEB SITE NAME REQUEST" to the NOAA CIO, with Cc to the NWC and Line Office CIO (or Staff Office Director).
Step 2. The NOAA Web Committee shall:
- check the Request to ensure that all required elements are present,
- determine whether any problems of site naming consistency or usage could be presented by the requested new Web site name and whether the proposed name is consistent with this policy, and
- within 14 calendar days of presentation of the Request, recommend to the NOAA CIO whether the Request should be approved or not.
Step 3. The NOAA Chief Information Officer shall, within 21 calendar days of presentation of the request to the NWC:
- review the recommendation of the NWC,
- approve or disapprove the recommendation, and
- inform the requesting CIO or Staff Office director by email to the Line Office CIO or Staff Office Director, with Cc to NWC and Web Operations Center (WOC), and
- if disapproving, state the reason for disapproval in the email.
Where no response is made by the NOAA CIO within 21 calendar days of the presentation to the NWC, the request may be treated as approved, and such "default" approval shall be noted by email from the requesting office Representative to the NOAA CIO, with Cc to the NWC.
Step 4. The Requesting Office shall, for new Web site names that are outside the noaa.gov domain:
- if the Request is approved, complete all steps for outside registration with appropriate authorities (DOC, GSA), and
- provide copies of authorizations to the NOAA CIO.
In cases where provisional or expedited approval is sought, a completed Web Site Name Review Request form may be submitted directly to the Chair of the NWC, or directly to the CIO's representative to the NWC, or directly to the CIO, in each case with a copy by email to the NWC, and must be accompanied by an explanation of why provisional or expedited approval is needed and why approval could not have been sought earlier. The NOAA CIO may provisionally approve the request or may decline to do so but direct that an expedited approval process be followed, with specified time limits. If provisional approval is granted by the CIO, the new name may be used immediately, pending final approval or disapproval, and the review and Approval Process shall proceed concurrently.
Web site names covered by this policy: This policy covers all Web site names that require new or changed DNS entries or similar entries such as a new or changed virtual host entry in a Web server. Therefore, any new Web site name, or changed Web site name, affecting the part of the name after the protocol and before the first slash (if there is one, or the end of the name if there is no slash), is covered by this policy. Another way to say it is that any new or changed Web site name, where the change affects the portion of the name between http:// (i.e., the beginning) and the first slash will require approval.
Partnership and extranet Web sites: Names for "partnership" Web sites created by NOAA organizations to serve NOAA and outside groups or organizations are covered by this policy if they require a new or changed server entry as described above in Scope. Extranet Web site names are similarly subject to this policy. All such Web site names must be approved under this policy. However, depending on the circumstances of each case, partnership and extranet Web sites may or may not be subject to other Department of Commerce or NOAA Web policies (e.g., Provision of Internet Services).
Web site names not covered by this policy: As stated, this policy does not cover Web site names acquired only to prevent fraud or confusion, or names used only internally by Web administrators, limited groups of NOAA employees, or for development purposes. Such names are not covered by this policy and do not require approval. Nor does this policy cover intranet Web site names, although intranet Web sites do have to be included in the Web site inventory.
Examples:
Creating the new site http://oceanexplorer.noaa.gov/ would require approval, but creating http://oceanexplorer.noaa.gov/coasts.html would not, provided that the Web site name http://oceanexplorer.noaa.gov/ already exists. This is because new Web site names created only by changes after the single slash do not have to be approved. On the other hand, even if the site name http://oceanexplorer.noaa.gov/ already exists, creation of the new Web site name http://coasts.oceanexplorer.noaa.gov/ would require approval, because it would require a new DNS entry.
Appeals: This Web Site Name Approval Process does not provide for any formal appeal from an adverse decision, but the Line Office CIO or Staff Office Director always has the option of bringing up the matter directly with the NOAA CIO and the NOAA Communications Director, or with the appropriate Assistant Administrator or Deputy Under Secretary.
Related policies: While DOC requires Web sites to be within the .gov top-level domain, NOAA additionally requires that "All NOAA Internet systems should be part of the 'noaa.gov' domain" (see NAO 212-14(1), Sec. 6.03). New "second-level" domains within the .gov domain (i.e., names ending in newname.gov) are administered by GSA. As stated in this policy, such names will be approved, at the discretion of the NOAA CIO, only if the factors listed above justify approval. Such names must also be approved by the DOC CIO and GSA.
Summary of Revisions |
August 19, 2008: Added link to main NOAA Web policies page.
October 9, 2007: Policy approved.
December 21, 2007: Corrected links to the Request Form.