Implementation

Scope

44 The mandatory requirement should apply to all Public Service and non-Public Service departments. The wider State sector (excluding State Owned Enterprises and Crown Owned Companies) should be encouraged to use the Guidelines. Local government should be invited to adopt the Guidelines.

Adoption requirements

45 Where made mandatory, adoption of the Guidelines will require that:

• all new or revised content produced for existing non-Guidelines compliant websites after 1 April 2004 should comply with the Guidelines as closely as technically, fiscally, or otherwise reasonably possible;
• websites should become compliant with the Version 2.1 of the Guidelines on the next occasion of a complete website redevelopment occurring before 1 January 2006;
• websites must comply with at least Version 2.1 of the Guidelines by 1 January 2006; and
• websites must comply with subsequent versions of the Guidelines produced after 1 January 2006, subject to the revision and version control practices outlined in paragraph 48 below.

Limited retrospective application

46 Conversion of non-compliant website content produced before1 April 2004 to meet the requirements of the Guidelines (e.g. conversion of documents from .pdf to .html format) is not required in cases where that content:

• falls within ss 6.4.2 of the Guidelines ('Special Purpose Documents'); or
• is of non-digital origin and/or for which a Guidelines-compliant format is not available; or
• is not of high and enduring interest to the public; or
• is outdated, and could be retired from use; or
• for any other robust and defensible reason, cannot feasibly be made directly accessible.

47 Where an agency feels that there are no alternative technologies and/or management practices that enable the function of a website to be fulfilled while also complying with the Guidelines (in part or in full), or where costs of changing websites to enable compliance may be significant, exemption from Guidelines-compliance for a limited period of time may be sought.

Revisions and version control

48 The Guidelines will be periodically updated to account for changing technology, and the evolving capability and needs of both website users and providers. Future versions of the Guidelines will be developed in a consultative manner and implemented with due regard to the need for timeframes that allow for return on existing website investment, and prioritisation of web development among other agency activity.

Governance

49 Governance of the Guidelines will involve:

• the State Services Commissioner acting as steward of the Guidelines, with responsibility for:
• • ensuring the Guidelines remain fit-for-purpose, and for timely publication of updated versions accounting for changing technology, user capabilities, and agency needs; and
  • ensuring the Guidelines are administered fairly and in a way that accounts for and balances stakeholder interests;
• the e-Government Interoperability Framework (e-GIF) Management Committee acting on behalf of the steward in meeting those responsibilities; and
• the E-government Unit of the SSC acting as custodian of the Guidelines, with day-to-day responsibility for:
• • administering the Guidelines using the consultative processes and models provided by the e-GIF;
  • maintaining the Guidelines, with a focus on proactively identifying areas where they need to be updated so as to avoid imposing any unnecessary restraints or costs on agencies' use of website technologies and/or website design;
  • advising the steward on matters related to the administration and uptake of the Guidelines; and
  • promoting the Guidelines, and assisting agencies to implement them.

Exemptions

50 Occasionally, there may be a need to depart from the Guidelines for reasons such as those outlined in paragraph 47 above. If agencies feel they have grounds for an exemption, they can apply for one. This will occur through processes in which the e-GIF Management Committee will have the role of decision-maker. The Committee will determine the specific term of an exemption, and no exemption will be permanent. If an exemption is granted, on its expiry an agency will be free to apply for further exemption.

Monitoring

51 Agencies required to adopt the Guidelines will be responsible for conducting self-audits of compliance. These agencies must be able to demonstrate compliance with at least Version 2.1 of the Guidelines to the State Services Commission by 1 January 2006, according to assessment criteria and methodologies that the SSC will accredit and/or provide by 30 June 2004, and update as required.