6. Site Content

6.1.2 Paper-based forms provided by an agency are made available on its web site

Guide to this recommendation

Traditional printed forms are now available electronically on most government web sites. They are either electronic replicas of the printed form (e.g. PDFs), designed to be downloaded and printed, or forms that are completed on-screen and submitted online. A form designed to be completed online will be more accessible than one that can only be printed.

Forms should be updated online when their paper-based version(s) is/are modified, or removed and/or archived when the paper-based equivalent is removed.

Rationale for this recommendation

A desirable goal for e-Government within the NZ Government is to have as much functionality available to a user via an agency’s web site(s) as can be made possible. This includes having forms available on the web site.

It is acknowledged that it would be an unreasonable mandate to request an agency to identify every form it has and make all available on its web site(s).

6.1.3 Agency sites provide contact details for specific policy or services

Guide to this recommendation

It is recommended that contact details are in the “Contact Us” section or dedicated “Contact Us” page. Refer standard 16.2 for further details.

Related Standard(s)

16.2 - Minimum content of homepages, in particular the requirement for a "Contact Us" page.

16.4 - Minimum content within “Main” agency web site, in particular the requirement to specify agency purpose.

Rationale for this recommendation

One of the principal foundations of the purpose for the New Zealand Web Standards is to provide economical and equitable access to information. This encompasses all information the NZ government wishes to make available to the public where feasibly able. Included in this information should be services provided by the agency. If such information and/or agency services cannot be obtained directly from the agency web site(s), details should be provided to enable users to make contact to request the desired information or services.

6.1.5 Avoid the usage of underscores in URLs

Guide to this recommendation

Hyphens are a more appropriate and commonly used alternative.

Related Recommendation(s)

6.1.6 - Discovery level URLs are descriptive and less than 50 characters long

Rationale for this recommendation

To avoid confusion with underlines in the case of hyperlinks.

6.1.6 Discovery level URLs are descriptive and less than 50 characters long

Guide to this recommendation

A value of 50 characters is a “trade-off” figure. It is desirable to have the URL reasonably descriptive; however, too long (beyond 50 characters) becomes cumbersome and presents management/change issues with the URL.

Related Recommendation(s)

6.1.5 - Avoid the usage of underscores in URLs

Rationale for this recommendation

A descriptive URL assists accessibility, by allowing the user to reasonably predict where the URL will lead.

URLs that are too long (beyond 50 characters) become cumbersome and present management/change issues with the URL.

6.1.7 Plan in place to ensure material on the web site is accurate and up-to-date

A plan is expected to be in place to ensure material on the web site is accurate and up-to-date.

Guide to this recommendation

Online publishing is fully integrated into the agency’s information processes. For example, you have a workflow process for approving and publishing online material.

It should be noted that this extends to any document intended to be posted on the web (principally for download purposes), as well as straight content.

It is imperative that as much effort as possible be given to the management of style, quality and correctness of content on a par with any other medium (such as printed matter) an agency utilises for disseminating information.

Rationale for this recommendation

Good quality and informational correctness of content supports the NZ Government Public Service value of Integrity.

Conversely, poor quality of content and/or incorrect information degrades the integrity of a site, frustrates users and reflects likewise on the agency and the NZ Government.

6.1.8 Disclaiming content

Agency site(s) includes a content Disclaimer.

As a minimum, the disclaimer should state that the information contained within the web site is true and accurate to the best of the agency’s knowledge; however, the agency cannot accept any liability for its accuracy or content.

Any content item that is deemed necessary to have its own disclaimer notice should have such a notice or link to the disclaimer notice associated with the content to which it pertains, such that there is no ambiguity as to what item of content it is disclaiming.

Guide to this recommendation

The agency is encouraged to seek its own professional advice regarding disclaimer content if the agency requires further information.

It is at the discretion of the agency to determine the placement of the disclaimer on the site(s) and how often it appears, i.e. on every page, on a disclaimer page, in the footer etc.

Content disclaiming over and above that stated as a minimum in the associated recommendation should be assessed on a case-by-case basis.

For example, where material on a government web site originated outside government, the following may be appropriate:

The following information [specific document etc.] is provided for convenience as part of the service we offer at this web site. However, the [organisation name] cannot accept any liability for its accuracy or content. Visitors who rely on this information do so at their own risk.

A suitable disclaimer for links to information on non-government web sites might read:

The [organisation name] is not responsible for the contents or reliability of the linked web sites and does not necessarily endorse the views expressed within them. Listing shall not be taken as endorsement of any kind. We cannot guarantee that these links will work all of the time, and we have no control over availability of the linked pages.

Agencies should be thorough with any content that is released by other means (other than the web site(s)), to avoid a variance in disclaimer content across different media, or have a disclaimer in the web site version but absent in other media version(s).

Rationale for this recommendation

Whilst agency sites should strive to ensure the content on their sites is accurate and up to date, it is inevitable that there will be cases when inadvertent items “slip” through.

6.1.9 Media releases and consultation documents available as an RSS feed

Agencies make media releases and consultation documents available as an RSS feed, and submit that feed to the all-of-government portal. Refer to your communications department, legal teams or representative to determine what these documents are for your agency.

Guide to this recommendation

This recommendation is complementary to standard 6.2 requiring agencies to provide consultation documents on their web site. However, it is not restricted to consultation documents; media releases for the agency are also requested to be included.

Refer to http://www.e.govt.nz/standards/e-gif/rss/rss-starter-kit/index.html for information about how to submit feeds to the all-of-government portal.

Related Standard(s)

6.1 - Agency sites provide publicly available reports

6.2 - Agency sites provide consultation documents

Rationale for this recommendation

Accessibility to government information is enhanced if users are able to access and/or search the information in one place or from one source.

For further detail refer http://www.e.govt.nz/standards/e-gif/rss