Professional Documents
Culture Documents
Version 1.0
March, 2004
Developed by
National Informatics Centre
Department of Information Technology
Ministry of Communications & IT
Government of India
For
Department of Administrative Reforms and Public Grievances (DARPG),
Ministry of Personnel, Public Grievances and Pensions,
Government of India
Management of Government of India Websites – Guidelines for IT Managers
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Authorship
This Document may be reproduced in any media with advice to DARPG and
NIC. If referred to or reproduced as a part of another publication, the source
of the material must be appropriately acknowledged. The content of this
document is not to be used in any misleading or objectionable context.
http://webservices.nic.in/guidelines
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Contents
Introduction
Guidelines
1. Positioning of Websites
2. Content Management
3. Accessibility
4. Multilingual Versions
5. Raising Trust
6. Hyperlinks Policy
7. Contingency Management
8. Managing Communication/Interaction
10. Visibility
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Introduction
With the increased proliferation of Internet in India, more and more people
from different parts of the Country are accessing the Net every day. Internet
kiosks, Community Information Centres, Home PCs, Laptops, PDAs, Mobile
devices etc are some of the ways being used to access the Internet. New
audiences and new platforms are opening up new opportunities for
government communications and services. A number of services and
information are being made available through the Internet by the private
sector. Government is also aware of the potential of Internet and is providing
a variety of information as well as some of the services through its websites.
Hence, more and more members of the general public are visiting
government sites and they expect to receive a similar or higher standard of
service and care from their Governments, as they do from the private sector.
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pace with the latest has ensured that almost all the State Governments in
India already have their websites up and running. Most of these websites are
either in the ‘Publish’ stage or in the ‘Interact’ stage. Only a small proportion
of government websites are in the ‘Transact ‘ stage.
This is a non-technical document and discusses the various policy level issues
concerning the management of Government of India websites. The purpose
of these guidelines is to assist the IT Managers of Government Departments
in managing their websites in an effective and efficient manner. It is meant
for all senior managers responsible for ICT (Information & Communication
Technology) policies & applications in their respective departments. This
document should be circulated as widely as possible.
This document assumes that a department has already set up its website and
is dealing with the challenges of its effective management. It attempts to
discuss some of the issues/ challenges commonly faced by Government
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websites and provides guidelines for addressing the same. The Issues and
concepts discussed in the course of this document include Positioning of
Websites, Content Management, Accessibility, Multilingualism, Raising Trust,
Hyperlinks Management, Contingency Management, Managing
Communication/Interaction, Hosting Service Provider, Visibility and
evaluating the Performance of the website for further improvement.
Compliance with these guidelines shall ensure a basic minimum standard for
the government websites. Hence all possible efforts should be made to
comply with these guidelines.
The guidelines that form the foundation of this document are evolving and
will continue to be updated over time. Feedback on this document from all
interested and concerned is welcome and shall prove helpful in improving the
future versions. All suggestions and feedback on this document may be
directed to Web Services & Multimedia Applications Division, National
Informatics Centre, A-Block CGO Complex, Lodhi Road, New Delhi –
110003, email : wsmad@nic.in
Note :
Please note that throughout this document, ‘department’ refers to
Government Departments, Ministries, State/UT, District Administrations,
Organisations, Affiliated Institutions under the purview of Government of India
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Guidelines
To receive valuable contribution and inputs from the staff in the department,
it is desirable that they should be able to view their site, whether on the
Internet or via a mirror on the department’s intranet. The ability to use the
Internet for giving and receiving information should be valued as an
important skill.
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2. Content Management
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(Note:
1. The contact details need not be published with the names of the
individuals unless mandatory. They should be published as per the
designation/ position held.
2. The Application forms provided for a download on the government
website should preferably be published in un-editable PDF (Portable
Document Format).
3. Official Directory of Indian Government websites available at
http://goidirectory.nic.in)
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It has to be noted that since the web users can directly reach the inside
pages of the website using the search engines and there is no guarantee that
they shall enter the site through the Home Page, each page in the website
must have a self-contained identity and be capable of being seen as the first
page. It should contain context oriented data for the user, such as
meaningful document headings/ subheadings as well as consistent navigation
to the rest of the site. Appropriate disclaimers & date stamp should also be
included on the subsequent pages wherever necessary
Sensitization of the concerned persons towards the need for timely and
up-to-date information on the web is extremely important. Therefore it
is suggested that a well defined strategy may be worked out within
the Department to ensure timely provision of content to be posted on
the website. There should be clear understanding within the
organization about where the responsibility lies for providing content
for the website, and in what form it should be presented to the web
team.
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3 . Accessibility
Accessibility refers to the extent to which the website and its contents are
available to a wide range of users with varied levels of physical
capabilities/skills and technologies. A government website being universally
accessible would imply that a broad range of software, hardware and
audiences, including physically challenged citizens can not only access the
online content and services on the website but are also able to actually make
use of it. The World Wide Web Consortium’s (W3C) Web Accessibility
Initiative (WAI) is an internationally agreed recommendation for website
accessibility for people with special needs and it is expected of the
Government websites to follow these standards. The W3C Guidelines explain
how to make the web content accessible to people with disabilities. W3C Web
Content Accessibility Guidelines (WCAG) are available at
http://www.w3.org/WAI/Resources
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4.Multilingual Versions
Though ideally all the pages on the website should be translated in Hindi and
other regional languages, in case it is difficult to do so, one should identify
the content which would be widely accessed by the public at large and to
begin with that content should be put up in multiple languages. While
putting the content in multiple languages, following aspects should be taken
care of :
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5. Raising Trust
Therefore, the Government web sites should not only have the most up-to-
date information at all times, it also must raise citizens’ confidence and trust
by abiding by the law and explaining their terms and conditions clearly to the
users. The issue assumes more importance when it comes to online
transactions as well as making payments through the website. Well worded
disclaimers, privacy policies, terms and conditions and copyright information
enhance the credibility of the website and help in further building the users’
trust.
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Content Disclaimer
“ This website has been developed by ________ for (owner department). Content
on this website is compiled by __________ and maintained by _______. This
website is hosted by _________.
Though all efforts have been made to keep the content on this website accurate
and up-to-date, the same should not construed as a statement of law or used for
any legal purposes. All queries regarding the content of this website may be
directed to _________(the postal as well as email address of the concerned
department).”
Copyright
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However, the permission to reproduce this material does not extend to any
material on this site which is identified as being the copyright of a third party.
Authorisation to reproduce such material must be obtained from the copyright
holders concerned. “
Privacy Statement
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Privacy Statement
Domain Name
Another equally important aspect related to raising the trust is the site
address or the URL. As per the international naming conventions, each
country has reserved certain domain(s) for government websites (e.g USA
has ‘.gov.us’, Singapore has ‘.gov.sg’ and India has ‘.nic.in’ & ‘.gov.in) and
such domains are not freely available for registration by anyone as they are
allocated to a government department only after due verification. Thus, the
presence of such an address further adds to the credibility of the government
website. The government departments should avoid registering unsuitable
domain names such as ‘.com’. The procedure and rules to be followed for
registering a ‘.nic.in’ domain name for Indian Government Departments could
be accessed from http://webservices.nic.in while the procedure for
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6. Hyperlink Policy
Due to the high level of trust placed in a Government website by the visitors,
it is extremely important for the concerned department to be cautious about
providing links to other websites. It is therefore suggested that whenever a
link is provided to an external site, a well worded disclaimer appears on the
screen which clearly informs the visitor that he/she is moving out of the
website to another site and that the information provided therein is the
responsibility of that external source and no longer that of the referring site.
Also, it is preferable that the linked website opens in a new browser window
rather than in a frame or the same window.
A sample of a hyperlink disclaimer which could be provided on the site is given as below:
This Link shall take you outside our web space and you will be visiting an
external website. The ____ Department is not responsible for the contents or
reliability of the linked websites and does not necessarily endorse the views
expressed within them. Listing shall not be taken as endorsement of any kind.
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We cannot guarantee that these links will work all of the time and we have no
control over availability of the linked pages
Since government websites often receive queries and requests from owners
of other websites who might want to provide a hyperlink to their webpages, it
is important that the concerned Department/Organisation has a clear cut
linking policy regarding this and the same should be mentioned at a suitable
place on the website itself.
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Prior permission is required before hyperlinks are directed from any website
to this site. Permission for the same, stating the nature of the content on the
pages from where the link has to be given and the exact language of the
Hyperlink should be obtained by sending a request at _____________
(Complete Postal/ Email address)
7. Contingency Management
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Data Corruption
Hardware/Software Crash
Natural Disasters
Data Corruption
A proper mechanism has to be worked out by the concerned Government
Departments, in consultation with their web hosting service provider to
ensure that appropriate and regular back-ups of the website data are being
taken so as to enable a fast recovery and un-interrupted availability of the
information to the citizens in view of any data corruption.
Hardware/Software Crash
Though such an occurrence is a rarity, still in case the server on which the
website is being hosted crashes due to some unforeseen reason, the web
hosting service provider should have enough alternative infrastructure
available to restore the website at the earliest.
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Natural Disasters
There could be circumstances whereby due to some natural calamity, the
entire data center where the website is being hosted gets destroyed or
ceases to exist. A well planned contingency mechanism has to be in place for
such eventualities whereby it should be ensured that the Hosting Service
Provider has a ‘Disaster Recovery Centre (DRC)’ set up at a geographically
remote location and the website is switched over to the DRC with minimum
delay and restored on the Net.
Apart from the above, in the event of any National Crisis or unforeseen
calamity, Government websites are looked upon as a reliable and fast source
of information to the public. A well defined policy for all such eventualities
has to be in place within all departments/organizations so that the
emergency information/contact help-lines could be displayed on the website
without any delay. For this, the concerned person in the department
responsible for publishing such emergency information should be identified
and his/her complete contact details should be available at all times.
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Email
Email is a widely used and easy way of communicating over the Internet and
it can be effectively utilised by the visitors to provide their inputs which could
be enquiries, feedback, suggestions etc. and the department can easily
respond to the queries using email. Also, the government websites can
inform the willing regular visitors about the important developments,
forthcoming events and new additions to the website through
subscription/prior regsitration. In case of highly dynamic websites where a
lot of information is generated every day, the concept of personalisation can
be used, whereby the user can choose to receive the information of his/her
interest through email, thus avoiding information overload.
Feedback Forms
Another commonly used method of receving the feedback from the visitors of
the site is through feedback forms of guest books. Feedback forms, with
pre-decided fields , to be filled in by the visitors, enable a much more
structured way of receving feedback and hence make it easy to categorise or
analyse the same. Forms are also quite useful for receiving
grievances/complaints from the users in a structured and formatted manner.
Discussion Forums
Online discussion forums are becoming an increasingly popular tool for
sharing viewpoints and information. Discussion Forums could be initiated by
a department on any relevant topic of public interest and can prove quite
useful in obtaining opinions and viewpoints of the citizens on issues
important for policy making. While initiating an online discussion forum on a
government department’s website, the following has to be kept in mind :
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explaining the theme of the chosen topic for the forum should be provided
on the site.
The discussion forum should be open for a limited period of time and the
validity of the same should be prominently indicated on the site. However,
rather than closing the forum abruptly, it is advised that a summary of
the inputs received as well as an Action Taken Report, if possible, be
provided on the website so that the visitors are assured that their inputs
are being seriously considered and valued by the department.
Chatrooms
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Usage Policy
A Usage Policy must be established and published alongside all online discussion
forums and chatrooms on a government website . This policy should be
prominently displayed to any new user who should be made to pass through a
page with this information before being able to input data. The usage policy
should clearly specify that the following is forbidden :
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government websites.
The HSP should also provide the facility of staging server in order to
facilitate the testing of updates to the website's content prior to
installing the changes on the live site.
HSP must provide the web server statistics required for performance
evaluation on a regular basis. If possible, online access to the traffic
analysis should be provided so that the department can access the hit
analysis at any point of time for the purpose of evaluation.
10. Visibility
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The entire effort of developing and sustaining a web site bears fruit only
when it is visited by its target audience in large numbers. And for that, it is
extremely important to ensure that the desired audience get to know about
the site and are able to find it easily. Since a key word in any of the popular
search engines gives millions of results, it is important that the website of a
government department has a high visibility and can stand out amongst
them. To improve the likelihood that web pages of a department have a high
visibility, the following steps need to be undertaken:
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The dynamic nature of the Internet environment makes it essential for the
web team to carry out frequent monitoring of the performance and use of the
site to ensure that the sites are actually fulfilling their intended objectives
and that the high standards are being maintained.
Traffic Analysis
Traffic Analysis is one of the powerful tools to not only assess the
functionality of a website but is also a good measure of its usage by the
Internet Audience. While most web servers generally maintain the log of the
hits received by a website, some of them also provide a detailed analysis of
these log files with respect to different parameters. It is advised that the
department should ask the hosting service provider to provide them with the
hit analysis of their website on a regular basis, though an online access to
the traffic pattern of the site over a period will be a preferred option. Traffic
Analysis generally provides information on the following parameters : Total
No. of hits, page views, unique visitors, top ten pages, least accessed pages,
referring sites, domains, Browsers/Devices used to access the site etc.
User Feedback
The feedback of the visitors to the website received from time to time
through guest books, email forms, helpdesk, phone etc. should be carefully
analysed to enable improvements in the websites.
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http://webservices.nic.in/guidelines
While all possible care has been taken during the preparation of this
document, possibility of any inadvertent error having crept in can not be
ruled out. Any such discrepancy should be communicated at wsmad@nic.in
Your suggestions & feedback for inclusion in the future versions of this
document shall be highly appreciated. You may direct all such suggestions &
feedback to any of the following addresses:
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