SRRPUB11 – State Website 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 TAC 206 State Websites.

This guideline addresses issues that all government entities should consider in establishing formal policies for the design of Websites. 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 Websites. "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 sections: 

• Privacy and Security Policies
• Transaction Risk Assessment
• Required Links and Information on State Websites

For information on Accessibility and Usability, see DIR's EIR Accessibility website.

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 Website. While the organization's technical staff can assist in the design of the Website, operational/functional staff will have a better knowledge of the organization's customers. Customers include the public, state agencies, and other government entities. Website 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 Websites maintain accurate and up-to-date information. Other issues to be considered in setting up a Website 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:

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 Website. Any organization that tracks the number of "hits" the Website 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 Website and how that information is used.

Additional information and assistance in developing a Privacy and Security Policy.

Transaction Risk Assessment

Prior to providing access to information or services on a state Website 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 the Transaction Risks Assessment section.

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.

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. Websites/pages should not be designed for a specific feature of a Web Browser or the latest version.

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 State Agency Website Link and Privacy Policy.
• Institutions of higher education are required to post a link to the Institution of Higher Education Website Link and Privacy Policy.

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.

Recommendations

1. Every state agency should develop and publish policies for Website development.
2. State agency Websites should have a primary registration using the "state.tx.us" domain name (see SRRPUB07). Universities and other government entities should use RFC1480.
3. Prior to adding new technologies to a Website (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.