Standards Review and Recommendation Publication
SRRPUB11
State Web Site Guidelines
August 18, 2005 Version 4
The Department of Information Resources (DIR) issues Standards
Review and Recommendations Publications (SRRPUB) as guidelines
for Texas state agencies and institutions of higher education.
Executive Summary
This version of the guideline is issued in support of the 1 Texas Administrative Code (T.A.C.) §206 State Web Sites.
A copy of the
rule, with links to additional resources, is available at http://www.dir.state.tx.us/standards/S206.htm.
This guideline addresses issues that all government entities
should consider in establishing formal policies for the design
of Web sites. Texas legislation requires that every state
agency establish a web presence and shall design the generally
accessible Internet site so that it conforms to generally
acceptable standards for Internet accessibility for people
with disabilities. Additional requirements address the use
of e-mail to communicate with the public and post specific
information on Web sites. "Each state agency that receives
information from members of the public or from regulated persons
by means of a form or that receives payments of money from
members of the public or from regulated persons must also
include in its strategic plan a plan for receiving the forms
or the payments through the Internet or through other electronic
means. "
This Web page covers general policy and management issues.
Implementation, technical information and additional resources
for specific areas addressed in this guideline may be found
in the following:
Section on Accessibility
and Usability
Section on Privacy and
Security Policies
Section on Transaction
Risk Assessments
Section on Required
Links and Information on State Agency Web Sites
Web Page Policies and Procedures
To facilitate the process of publishing information on the
Web, each agency should establish specific policies, procedures,
guidelines and responsibilities for creating and updating
information on the organization's Web site. While the organization's
technical staff can assist in the design of the Web site,
operational/functional staff will have a better knowledge
of the organization's customers. Customers include the public,
state agencies, and other government entities. Web site information
should be organized to serve the requirements of its customers.
Library staff and public information officers may have a better
understanding of how people look for, or ask questions about,
an organization's information and services. Effective Web
sites maintain accurate and up-to-date information. Other
issues to be considered in setting up a Web site include;
accessibility, security, privacy, consistency, maintenance,
back up of systems and data.
Information created by a government agency is largely considered
to be in the public domain. Do not use any "found" graphics
or outside information without proper permission. Correctly
attribute all information on the site. Copyright laws must
be observed. Information about copyrights can be found at
the U.S. Copyright Office site.
Specific policies an agency should address:
1. Accessibility
Every government entity should address accessibility as a
key policy issue in the design of web pages and consider the
following:
A. Many environmental barriers to people with disabilities
can be removed by making minor modifications or adjustments.
The same is true of Web sites!
B. If you construct a building, it's easier and cheaper
to put in access for people with disabilities during the
initial construction than to add it on later. The same is
true of Web sites!
C. Making accommodations on your Web site for the greatest
number of users increases the availability and usefulness
of those materials.
In addition to the accessible design of state Web sites (see
Sec.2001.006), state funds may not be expended in the purchase
of an automated information system unless the contract contains
a technology access clause (see Sec. 2157.001). Government
entities could be subject to legal action, under state and
federal law, for failure to post information in an accessible
format. Additional information and assistance in designing
accessible Web sites is available in the Section
on Accessibility and additional information on Drafting an Accessibility Policy.
2. Privacy and Security Policy
Public confidence in the use of the Internet depends on the
privacy and security of the information they knowingly provide,
or is other wise collected by a government entity. This includes
the collection and use of information about an individual
when they visit a government Web site. Any organization that
tracks the number of "hits" the Web site receives is collecting
personal data about the visitors to that site. Every government
entity shall develop and publish a privacy and security policy
that identifies what information is collected by a Web site
and how that information is used. Additional
information and assistance in developing a Privacy and Security
Policy.
3. Transaction Risk Assessment
Prior to providing access to information or services on a
state Web site that require user identification, each state
agency shall conduct a transaction risk assessment, and implement
appropriate security and privacy safeguards. For additional
information and assistance in conducting a transaction risk
assessment, see http://www.dir.state.tx.us/standards/srrpub11-transaction-risk.htm.
The Guidelines for the Management of Electronic Transactions
and Signed Records
were adopted by the department based on the work and recommendations
of the Uniform Electronic Transactions Act Task Force. The
Uniform Electronic Transactions Act Task Force was jointly
created by the department and the Texas State Library and
Archives Commission to advise the agencies on the rules each
might adopt pursuant to Texas Business and Commerce Code Section
43.017.
The Guidelines for the Management of Electronic Transactions
and Signed Records are applicable to state agencies that send
and accept electronic records and electronic signatures to
and from other persons and to state agencies that otherwise
create, generate, communicate, store, process, use, and rely
upon electronic records and electronic signatures.
4. General Web Page Standards
Creating Web pages entails a responsibility to the customer.
The design and coding should follow correct Hyper Text Markup
Language (HTML) format at all times, and ensure that the site/pages
are available to readers who don't have fast Internet connections,
the latest browsers, or large-screen monitors. All government
Web pages should avoid the use of frames, because they provide
poor navigation for users and because sites with frames limit
public access to information. Web sites/pages should not be
designed for a specific feature of a Web Browser or the latest
version.
5. Linking and Indexing Internet Sites
Subchapter F, Chapter 2054, Government Code, Sec. 2054.121 requires all state agencies that maintain a generally accessible
Internet site shall cooperate to facilitate useful electronic
links among the sites. State agencies shall attempt to link
their sites in such a manner that different sites from which
persons can be expected to need information concurrently are
linked, and that the site can be located easily through electronic
means. Additional laws, enacted during the 76th Session, require
specific information be posted on a generally accessible Internet
site. State agencies are required to post a link to the Texas Link and Privacy Policy and institutions of higher education are required to link to the Texas Link and Privacy.
Other Resources
The Public Electronic Services On-the-Internet (PESO) Working
Group was established to provide a forum for addressing policy
and technology issues related to improving access to government
information and services via the Internet/Intranet or Extranet.
Membership is open to all government entities and TASSCC
members. A list server is also available to post questions
and discuss issues. The PESO Working Group meets the second
Wednesday of the month from 10:00 AM to noon. Additional
information.
A Check List addressing the provision of 206 is available
at http://www.dir.state.tx.us/standards/S206_Check-list.htm.
A Check List based on all DIR rules is available at http://www.dir.state.tx.us/standards/checklist.htm
Recommendations
1. Every state agency should develop and publish policies
for Web site development.
2. State agency Web sites should have a primary registration
using the "state.tx.us" domain name (see SRRPUB7).
Universities and other government entities should use RFC1480.
3. Prior to adding new technologies to a Web site (e.g.,
audio, and/or video) state agencies should check the accessibility
guidelines and provide alternative formats to ensure accessibility.
4. All new Web designs for home pages or key public entry
points should be tested for accessibility, down load time,
and client browser compatibility.
Address your questions about the Texas Information Technology Standards Web pages to:
Barbara Nadalini
512-463-5360, phone
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