DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals
This is an appendix to Web site Development and Operations Policy Policy Number: 02:05, Effective Date: November 01, 2001 (This document is revised each year in June and effective by July 1)
Table of Contents
The purpose of these guidelines and standards is to define responsibilities and establish the standards for electronic information published and e-services offered by the Maryland Department of Natural Resources (DNR) using the Internet, Intranet and other electronic delivery systems. The Internet and DNR Intranet provide electronic information about DNR continuously and efficiently to growing audiences. Internet publications inform and educate the public about DNR’s mission and organization, uniqueness of resources, and the importance of management and utilization of Maryland’s Natural Resources. Web-enabling DNR’s services makes our process and organization more efficient and effective in meeting our goals.
Advances in electronic information technology have created extraordinary opportunities for DNR to reach broad and diverse audiences and customers by providing information and services online. The publications we disseminate online range from press releases and one page fact sheets to large technical documents and data which is served up based on customer requests. With the advent of Electronic Government Initiative and the Maryland Goal of having 80% of state products and services web-enabled by 2004, DNR is working towards incorporating its products and services into our Internet webpresence.
The Internet Services Team of DNR’s Information Technology Service (ITS) has the responsibility for the design and delivery of content, information, publications and services offered from DNR’s Internet webpresence and via the Intranet. The unit is also accountable for ensuring that the site and services are available and that standards are met.
Information technology advances have also created new opportunities for DNR to develop serviceable information management and delivery applications that are Department-wide. This includes applications such as Active Server Pages, eCRM, etc., which enable an organization like DNR to centralize access to its many and varied types of information resources.
However, the deployment of a truly effective “Department-wide information portal on the Internet ” – which goes beyond an electronic clearinghouse of well-organized links and actually enables simultaneous searching of multiple, disparate information resources via a common user interface -- requires more than the implementation of the new Internet/Intranet technologies.
Publishing and delivering services through the Internet and the Intranet requires coordinated compliance with certain Internet information exchange protocols and information format standards that have been widely adopted internationally across research domains and communities (private sector companies, libraries, museums, GIS, governments, universities, sci/tech organizations, etc.).
Through universal compliance with these standards, DNR will avoid unnecessary duplication of information (and the needless cost that entails), significant compromises in information discovery and retrieval (affecting job performance and public perception), and inefficient use of IT (information technology) funding and development/support staff.
Consequently, there is a need to define responsibilities and to establish principles, standards, and common sets of vocabulary that will govern DNR’s use of electronic information technologies as it relates to the Internet, Intranet and e-gov initiatives.
These DNR Guidelines and Standards apply to any use of Internet and/or Intranet technologies to deliver information, at all levels of the organization, such as web pages constructed through DNR employees, contractors, volunteers, or partner organizations. They apply to both Internet and Intranet publications. However, “publications” is interpreted in the widest sense. (Refer to section “5. Definitions.”)
4. Legal Authorities back to top
Authority to Create a Web site
Natural Resources Article (NR) §1-101 et seq. requires DNR to “unify, coordinate, and promulgate policies, plans, programs and practices which insure the preservation, development, wise use, and enjoyment of all the natural resources for the greatest benefits to the State and its citizens.” NR §1-104(b)(4). The responsibilities of the Department Secretary include the “preservation, conservation, enhancement, wise use, and perpetuation of the natural resources of the State.” NR§1-104(a). As one of the means to achieve this end, the Secretary “shall publish books, pamphlets, maps and other materials on the subject of natural resources and maintain a supply of the publications and other materials for sale at cost to schools, libraries, and the general public.” NR§1-104(d). The purpose of DNR’s web site is to provide information and services to the public concerning the State’s vast array of natural resources, including its forests, parks and wildlife management areas, as well as recreational opportunities such as boating, fishing and hunting. Today, through technology, “books, pamphlets, maps and other materials,” NR§1-104(d), are made available to the general public on personal computers. The DNR web site is a natural extension of DNR’s natural resource educational responsibilities.Electronic Government Initiative
This Administration bill signed into law in 2000 requires all units of the executive branch, with the exception of public institutions of higher education, to have:
(1) 50% of their public information and services available over the Internet by 2002;
(2) 65% of their public information and services available over the Internet by 2003; and
(3) 80% of their public information and services available over the Internet by 2004. Each unit must also provide the Secretary of the Department on Budget and Management with an annual project plan outlining the status of their efforts to comply with the time frames.
5.1 “Internet Publication” is defined as the use of Internet technologies for the communication of information and providing of services to any and all individuals and organizations both internal and external to the Maryland Department of Natural Resources. Examples include, but are not limited to, web pages, digital documents or images, databases, camping reservations, boat registration renewals, press releases, permit processing and license sales.
5.2 “Intranet” is defined as the secure use of Internet technologies for communication of information and providing of services for exclusive access within the Department of Natural Resources. Intranet publications and services differ from Internet publications and services only in that access to the Intranet is restricted to DNR employees and authorized users of DNR equipment, while Internet publications and services may be accessed by anyone.
5.3 “Content Author” (or “author”) is defined as the individual, team or office that is deemed to be primarily responsible for the intellectual content of an Internet or Intranet publication (creator, writer, editor, etc.) or of an e-gov service.
5.4 “Internet Content Manager” (or “publisher”) is defined as the individual or group responsible for handling the content management aspects of Internet/Intranet publication, including, but not limited to HTML updates, posting to the Intranet (the Internet staging area), modifying, and/or creating document files. This position will serve as the “Point of Contact” for content and/or service product inquiries. The Internet Content Manager does not post content or programs directly to the Internet.
6. Operational Policies and Principles back to top
The following management principles are adopted as fundamental to the use of the Internet and Intranet in the Maryland Department of Natural Resources:
6.1. DNR should use the Internet and Intranet to deliver services and the most accurate, comprehensive and current information about the department’s programs, products and services. Internet publications and services are intended to be used by the DNR customers external to the organization. Intranet publications and services are intended to be used to make widely and easily available the organizational information DNR employees require in order to optimally perform their jobs.
6.2. Internet publications should serve as mission-critical public outreach and education tools. DNR Internet publications serve as a cost-effective primary customer contact, service and education medium, enhancing and expanding the effectiveness of the traditional means of public contact at service centers and facility offices, phone contact, and printed material, and are more effective in delivering information to a global audience and audiences unable to visit DNR facilities and offices in person.
6.3. Intranet publications should serve as DNR business tools. DNR Intranet publications and services serve as a cost-effective employee contact medium, enhancing and expanding the effectiveness of the traditional means of communicating with employees, collaborating on projects and collecting business information via paper and electronic mail. The Intranet also makes possible a wide variety of information collection and distribution projects that would otherwise require more time and funds than are available.
6.4. Internet and Intranet publications and services are intended to be available 24 hours a day, 365 days a year. This continuous availability greatly extends DNR’s ability to reach the public in service of our mission. It also greatly enhances our business effectiveness operationally and allows DNR to maintain a continually available reference library of important operational, procedural, and educational information for both routine and non-routine situations.
6.5. Internet and Intranet publications should rely on a Department-wide team effort. DNR is fundamentally dependent on the contributions, ideas and actions of employees throughout the Department. The development of effective Internet and Intranet publications and e-gov services. Successful implementation of the technological infrastructure and information exchange standards supporting the wide discovery of, and access to, these information resources, relies upon a shared or “distributed” model of work, responsibility and accountability among professionals in the Maryland Department of Natural Resources.
7. Responsibilities and Delegations back to top
7.1 Information Technology Service - Internet and eGovernment Services Team
Within the Office of the Secretary, Information Technology Service (ITS) coordinates the Department’s use of Internet and Intranet technologies, including managing www.dnr.state.md.us , http://dnrweb.dnr.state.md.us, http://intranet , and Talisma (DNR's Customer Relationship Management Initiative). ITS also manages the technological infrastructure that supports DNR’s Internet presence. The Internet and eGovernment Services Team manages the design, administration, and operation of DNR’s web presence in conjunction with Content Managers throughout DNR. To coordinate the rapidly increasing use of the Internet to support many DNR activities and management programs, the Internet and eGovernment Services Team also has the following responsibilities:
(1) Providing oversight on information design standards and maintenance and administration of the Internet and Intranet infrastructure used by DNR, including licenses, facilities, subcontracting and outsourcing, for both Internet and Intranet use.
(2) Posting content or programs directly to DNR’s Internet server.
(3) Reviewing and approving any activities by other DNR units that may significantly affect the official web site (www.dnr.state.md.us) or other Department-wide use of the Internet. These include planned activities that:
- Adversely affect the performance or significantly impact the DNR technological infrastructure which supports DNR Online;
- Use commercial or fund-raising capabilities that pertain to DNR as a whole, or any portions of DNR Online;
- Significantly depart from existing DNR Online guidelines, methods and procedures, or from DNR Online’s design.
Reviews of content and programs on the Intranet prior to moving to the Internet will ensure overall consistent management use of Internet technology and avoid technical commitments that would adversely affect DNR Online’s capability and performance.
(4) Developing and maintaining the “eMaryland principles” in this DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals, and having overall responsibilities and leadership for the DNR Internet publications and e-gov efforts.
(5) Maintaining overall coordination of DNR’s Intranet publication effort, ensuring that Intranet publications and services throughout the Department are accessible through a common gateway.
(6) Facilitating an Internet Content Managers Team, which serves as an internal Department-wide Internet/Intranet advisory group, the purpose of which will be to routinely coordinate with, and solicit input from, the field and program offices with regard to DNR eGovernment activities, such as DNR Online, Internet publications, and e-gov services. The group should represent appropriate units/disciplines in the Maryland Department of Natural Resources.
7.2 DNR Internet Content Managers
Internet Content Managers will be responsible and accountable for:
(1) Ensuring the participation of their areas in the overall DNR Internet and Intranet efforts, including adequate capability and technical support for Internet/Intranet participation and e-gov efforts, including eCRM (electronic Customer Relationship Management) and email.
(2) In keeping with the principle of centralized responsibility for development and maintenance of the DNR Internet and Intranet efforts, each unit and program director will designate at least one coordinator for Internet/Intranet publications and services. These coordinators, Internet Content Managers, are the keys to the long-term success of DNR Online as a professional DNR publication and service delivery medium. They must take an active role in supporting Department-wide Internet publications and services. They will serve as the first line of contact for content authors wishing to publish on DNR Online, coordinate training opportunities and work with web authors to ensure that all DNR web publications adhere to the principles of plain language, user-friendliness, accessibility and contribute favorably to the professional look and feel of DNR Online. The coordinators will work closely with DNR’s Internet Services Team in this regard.
(3) Posting corrections and new content and programs to the Intranet provided they follow the guidelines and standards set forth in this reference, DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals.
7.3 DNR Unit and Program Directors
Unit and Program Directors will be responsible and accountable for:
(1) Compliance with current technical and format standards for information published on the Internet, as established by DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals.
(2) Ensuring that information published on the Internet is timely and up-to-date, that it reflects the policies of the DNR, and adheres to copyright and trademark laws.
(3) Ensuring the accuracy, timeliness and appropriateness of internal information provided for DNR’s use on the Intranet. This includes ensuring that confidential or sensitive material that is protected under the law is not available to unauthorized persons.
(4) Ensuring that their employees and other workers have reliable access to the Internet and Intranet, as needed, for the performance of their jobs.
7.4 Content Authors
Content authors must ensure that the information they provide to Internet Content Managers:
(1) Is accurate, timely, appropriate, up-to-date, reviewed at least once a year and meets all current technical and format standards as established in the DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals.
(2) Undergoes the same level of review as appropriate to any other materials, services or programs of similar scope.
(3) Content authors must comply with any plain language guidance that may be issued for Department-wide use. Additional sources of helpful information should be sought through the Plain Language Network at www.plainlanguage.gov.
(4) Complies with legal requirements pertaining to, but not limited to, confidentiality of protected information, copyright and trademark laws, software licensing terms, use of photographic and other graphic material, privacy disclosures, and libel.
8. DNR Online (www.dnr.state.md.us) and other domains back to top
8.1 The DNR Online site (www.dnr.state.md.us) on the World Wide Web is a primary DNR publication, outreach and service delivery tool. The procurement and use of other domain names for any DNR related products is highly discouraged, because of management, cost and process issues. Procurement of domain names, requires ITS approval. In addition, DNR ownership of the domain name must be documented in writing.
8.2 Each DNR program, as appropriate, will maintain a DNR Online content page as part of its ongoing outreach, educational and service functions. Specific requirements, guidelines and recommendations regarding information to be posted on DNR Online are contained in this DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals.
9. Internet Content and Publication Standards back to top
9.1 DNR Online (www.dnr.state.md.us)
In order to maintain overall organization and high-level consistency of the DNR web presence, which supports the effective discovery and retrieval of DNR information and services, the Internet and eGovernment Services Team Manager, through the DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals, will establish the standards for content and consistent design elements for the "core" DNR Online system. This includes the main portal (department home page), units, programs, and related services. Programs and units are encouraged to develop content, features and services to enhance the customer experience, provide a greater understanding of natural resources, and deliver other important DNR information and services.
9.2 Content Area Home Page Information
If a content area home page has a program or news message, it should be a message from the department and not readily attributable to an individual (i.e. Unit or Program Director). For example, content areas would not have a "message from the Director", but instead could provide the information and package it as DNR information.
9.3 Publication Requirements
The DNR Online web site serves as DNR’s digital office, offering public access 24 hours a day and seven days a week. The following documents, or their equivalents, should be posted on DNR Online:
- Final versions of all print publications deemed official public information pieces. Publications will be designated official public information pieces through a yearly review process for planning production of both print and online versions.
- Press releases issued by the Public Communications Office’s Media Office are also considered publications.
- In consultation with the Public Information Act Officer and the Office of the Attorney General, the Internet Services Manager may post on the Internet records that have been released under the PIA.
9.4 Information Standards
All material published on DNR Online must follow standards and procedures as set forth in this DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals.
9.5 Quality Control
Since materials or services published on the Internet are for public use, they are considered to be DNR publications and communications and must be consistent with the image, management policies, and practices of DNR. Internet-published material must undergo the same level of review as all other official DNR information; authors should follow the same approval procedures as they would follow for equivalent paper publications and communications. See DNR’s publications policy: http://intranet/policy/2001guidelines.html
9.6 Plain Language
DNR is following private sector companies and the federal government as they are initiating an effort to be more responsive, accessible, and understandable in the communications with the public. All web site publications and services prepared or commissioned by DNR employees will incorporate the following three principles of plain language:
- Use reader-oriented writing. Write for your customers, not for other (similarly-trained) government employees.
- Use natural expression. To the extent possible, write as you would speak. Write with commonly used words in the way that they are commonly used.
- Make your document visually appealing. Present your text in a way that highlights the main points you want to communicate.
9.7 Privacy Disclosure Statements
DNR content areas and/or web sites asking for information from the visitor must display a link to the approved privacy statement as outlined in Section II of this document. Posting a privacy policy ensures that individuals have been given notice and choice about how their personal information is handled when they use DNR Online; thus, they are able to use DNR Online with confidence.
9.8 Links to Non-DNR Internet Sites
Links from DNR Online to Internet sites run by government agencies/departments, colleges and universities are permitted when there is a direct informational relationship between the DNR Internet material and the material located on the outside server. Live links to .com, .org, .net and .us are not allowed.
Execption to Links Rule: If a .org, .net, .com or .us web site belongs to a government agency or educational institution, a live link exception may be made, on a case by case basis, with the joint approval of DNR's Webmaster and Publications and Outreach Manager.
An example would be an agency created by the General Assembly and reporting to the Governor, which has chosen a non-.gov web site address. Examples would be the Chesapeake Bay Trust www.chesapeakebaytrust.org and the State Highway Administration www.us50bypass.com.
Approval must be sought in writing through the DNR webmaster, and the unit or program requesting the link must assume full responsibility for the content, relevance, accuracy and any negative consequences from providing the link.
Internet Content Managers have access to a "Links Chart", which shows how and under what circumstances DNR Online does or does not link or provide text links to other web sites.
All live links and text url references to non-DNR Internet sites must follow the guidelines as set forth in DNR’s External Link Guidelines.
Value-added links: Exceptions to these rules are links to free software ("Plug-ins") required for viewing DNR-hosted content (i.e. Adobe PDF Reader, Microsoft Media Player, Real Audio Player, Flash Player, IE browser, etc.). In these cases, authors must use the information provided from ITS. Contact the DNR Internet Services Manager with specific requests.
9.9 Standard Disclaimers
9.10 Logos
- Privacy Policy: A link to a disclaimer statement governing privacy shall appear on the DNR home page and any page that collects personal information.
- Third party disclaimer: (Use for lists of references)
The information and data listed [below, above, on this page] is not inclusive. It is provided for the convenience of the site visitor and is not an endorsement of or recommendation to use a specific vendor or service.- Information disclaimer: (Use in complex or changing areas, or areas that are subject to interpretation, e.g., tax law.)
The information and data on this page is for guidance and general planning purposes only. It should not be used to make decisions on specific matters.
- Use of logos of commercial products or non-DNR organizations is not permitted on DNR Online unless there is an approved relationship in writing or formal sponsorship of a program, as described in DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals. This does not apply to DNR government and nonprofit partners for which ITS has created a library of partner logos.
9.11 Electronic mail - Web Site Interactivity
E-mail management is a top priority of DNR. As more customers contact DNR using e-mail instead of the phone, it becomes incumbent on the Department to be accountable for each and every e-mail. This will be accomplished by using eCRM (electronic Customer Relationship Management) software. E-mail managers have been set up for the following areas:
1) Licensing and Registration Service;
2) Fisheries;
3) Wildlife and Heritage;
4) Natural Resource Police;
5) Forest Service;
6) Public Lands;
7) Bays and Streams; and
8) Internet Services Team (Webmaster: Gene Deems; Well/Trouble: Anthony Burrows)
10. Intranet Content back to top
Each program office responsible for distribution of information to DNR employees on a regular and ongoing basis should maintain an Intranet presence as part of an efficient business operation.
Since material published on the Intranet is for internal DNR use, material may be in draft or other non-final form as long as it is clearly marked as such by using the code snippet below provided by ITS.
<!--Begin DNR Draft Indicator, remove when document is finished-->
<center><font face="times new roman" size="4" color="red"><b>DRAFT!</b></font></center>
<!--End of DNR Draft Indicator-->
However, authors should be made aware that materials published on the Intranet are for Service-wide distribution. Therefore, publications should be professional, accurate, and undergo the same review and approval process as would the same material for Department-wide distribution in paper form.
11. Internet-Intranet Services back to top
Services that are to be web-enabled through 2004 are those outlined in the DNR eGovernment Information and Services Inventory. New services will be entertained only after having been prioritized, built into the PPE process, budgeted and approved by DNR’s Chief of Information Technology Service. This establishes the baseline from which the Department will be measured in attaining the goals set by the Legislature. There will be a yearly review and update of the inventory in April of each year. If the service or publication is not in the inventory it will not be done until it is added to the inventory during the regular update time. Exceptions will be made only for law or regulation changes, initiatives of the Governor's Office, and initiatives approved by the Secretary or Deputy Secretary. It is important that we plan for the use of our IT resources and that we follow the eGovernment Inventory.
12. Online Information and Services back to top
Each program and unit of the Maryland Department of Natural Resources (DNR) produces printed publications in some fashion or form. All print publications produced by the department should be planned as part of the budget process, recognizing that in some emergency situations it may be impossible to plan. Part of the process for production of official DNR publications is to have a documented plan stating the purpose, authority, frequency produced, quantity printed, distribution plan with detailed distribution plan, printing cost and distribution cost. The documented production plan must include an Internet version of that official publication.
Publications are defined (in Section 5.1 of Section II of this document) as the use of Internet technologies for the communication of information and providing of services to any and all individuals and organizations both internal and external to the Maryland Department of Natural Resources. Examples include, but are not limited to, web pages, digital documents or images, audio or video files, graphic images, maps and data served up and populated in webpages.
The intellectual content of the Internet-Intranet “publications” should be produced and approved by the unit or program responsible for the subject matter. The accuracy, user-friendliness and effectiveness of the content is the responsibility of the “Content Author” as defined in Section 5.3 of DNR Internet Guidelines and Standards For the Implementation of eGovernment Goals.
Each information or service content author must plan and coordinate their intellectual content and/or services through their designated Internet Content Manager. The Internet Content Managers, (defined in Section 5.4 of Section I – Policy of this document) are responsible for handling the content management aspects of Internet/Intranet publication, including, but not limited to HTML updates, posting to the Intranet (the Internet staging area), modifying, and/or creating document files. This position will serve as the “Point of Contact” for content and/or service product inquiries. The Internet Content Manager does not post content or programs directly to the Internet. The Internet and eGovernment Services Team is the final authority for granting access to the Intranet. All content that is submitted to Internet and eGovernment Services Team must adhere strictly to the Web Content Guidelines set forth in this document.
Direct posting to the DNR Internet Server will be done only by the Internet and eGovernment Team. If someone is interested in being in the webmaster series they must speak with the Chief of Information Technology Services.
The office of Information Technology Services (ITS) has responsibility for and is accountable for the entire DNR web presence www.dnr.state.md.us, the intranet http://intranet , dnrweb.dnr.state.md.us and the One-to-One Customer Service (eCRM) System.
All Internet Content Managers (ICM) must develop Service Level Agreements (SLA) that are approved by their unit/program director and the Internet and eGovernment Services Team Manager of ITS. This is the approach to future content development. DNR’s Internet and eGovernment Services Team Manager will meet with each ICM and develop a SLA for a twelve month period (one year). This agreement should list the unit's jobs for the internet for that period, a time frame for launching new content, maintenance issues for existing content, and approval of the unit's plan by the unit head. Service Level Agreements are available from the ITS office.
NEW CONTENT Planning to successfully use the Internet as a publishing tool:
- The planning and development stage requires everyone to establish a strategy for what you are trying to accomplish, who the targeted audience is, how you will measure its effectiveness, a time frame for its completion and how much time will be required to maintain the content.
- Next, prepare your content for submission to ITS.
- Submissions must be made via RTS (Request for Technical Service) located in the Public Folders/MIS Service Requests in Outlook. These can include requests to upload content from the Intranet to the Internet or requests to develop pages from scratch. Internet Content Managers should submit RTS requests.
- Provide your copy unformatted on a disk, as an attachment or posted to the network. *Large files, 1MB and up, should not be sent via email. They should be posted in the “H:\\transfer\” folder and referenced in the RTS.
- Provide images (see copyright info in ICM public folder) hard copy, in transfer file or on CD.
- Provide a hard copy, if available, for a guide.
- Documents can be provided in the following formats:
- ASCII (.txt)
- Copy can be sent in the body of an e-mail.
- Hard copy - Hard copies (printed versions) should not be given as primary source documents unless otherwise approved.
- Hypertext (.html) – Only if you have taken the intro to HTML class.
- Microsoft Word (.doc)
- PDFs if final version is to be posted as such.
- All information should be checked for spelling and gramatical errors and approved by a person designated by the Unit Director to be the responsible party for the accuracy and appropriateness of the content. The content should be a final submission to ITS. All components must be submitted at the time of request. Jobs will not be accepted piecemeal.
- Once approved and authorized by the appropriate individuals the content will be made active and will usually be scheduled to be featured on the DNR home page.
UPDATING CONTENT Updates, corrections and changes to your content:
The maintenance phase of your content area should be predetermined as much as possible through your SLA. The Internet and eGovernment Services Team will provide updates in accordance with the SLA. Changes can be submitted via RTS (Request for Technical Service) located in the Outlook Public Folders/MIS Service Requests. These requests will be taken care of in a timely fashion by the Internet and eGovernment Services Team on a first come, first served basis. RTS will be accepted for same day posting between the hours of 8 a.m. and 3:00 p.m. If received after 3:00 p.m. the files will be reviewed and uploaded the following morning. In the case of an emergency, Internet Content Managers must coordinate directly with the Public Communications Office’s Media Office regarding the emergency issue. The Media Office will notify the Internet and eGovernment Services staff after hours (via pager and/or phone) that the content is on the Intranet and needs to be transferred to the Internet. Emergency postings will only be made at the direction of the PCO Media Office. They will be made immediately upon notification and authorization.
FEATURING YOUR CONTENT Feature stories to be posted on the DNR home page are listed on the intranet in the ICM content area. If you wish to get on this list there is a form at the top of the page, you can make your submissions via the form.
14. Technical Standards back to top
Graphics, layout and design will be done ONLY in accordance with these published guidelines and posted on the Intranet. Only those who post directly to the Internet are considered webmasters. Internet Content Managers, who are posting files directly to the intranet, must follow the standards that follow:
- Active Server Pages: DNR Online maintains a webserver running Windows 2000 Advanced Server. IIS 5 is running and can be utilized for its available services. If you have specific questions please direct them to the Internet and eGovernment Team.
- Alt (Alternative Text) Tags: As a State agency we are required by law to have alternative text tags for all photos, artwork, buttons, movies, and sound files. Since ITS will be doing the bulk of the graphic work it is just important to remember if you are editing the text of a document not to change the alt tags. See sample below, alt tag is italicized and bold.
<img src=”file.gif” width=80 height=80 alt=”More info about the NRP”>
- For buttons, image maps and JavaScript navigational elements you must provide a list of text links as an alternative.
- Backgrounds: Background colors should be carefully considered. DNR has some suggested colors below:
- #ffffff = white
- #cccc99 = tan
- #999966 = brown
- #6699cc = blue
- #009933 = green
These are all websafe colors. Please use the hexadecimal values (#ffffff) rather than the color name (white). A hexadecimal color chart is available at www.lynda.com/hexh.html.
- Patterned Backgrounds – Can be used but should be implemented with careful consideration. Contact ITS with your ideas. ITS will develop the patterned background.
- Comment Tags: See signing you work
- Copyright: DNR should own the copyright to any text, photos, art, music or any other intellectual property that we put up on the web site. If the material is from an organization outside of department you will need a signed release from the copyright owner/creator of the work. A copy of the release form needs to be signed and must be submitted to the ITS office.
- Directories: Requests for new directories on the server need to be submitted to Gene Deems of ITS for consideration. It is our belief that there are a sufficient number of directories already on the server representing the entire organization and that your content will fit well somewhere.
- Editors: See HTML editors
- Email Links: See Mailto
- Fonts: See typefaces
- File Names:
- File extensions: .html or .htm are acceptable for HTML files, we recommend lowercase for file names.
- File Size: The total file size of the page should not exceed 70K. This is a maximum. Ideally under 50K is best. This is a combination of text and graphics. Keep in mind that in DNR we have access to the internet on a T-1 connection, which is very fast. ITS has a computer connected to the internet on a 56k modem and we are available to do testing on a page or pages.
- Forms: Online interactive forms must be created and posted by ITS. If you plan on having this type of interactive service in your content area, please make it known in your Service Level Agreement.
- Frames: Frames are not permitted for content integrated with the DNR web site. That means that content housed under the DNR domain www.dnr.state.md.us. dnrweb.dnr.state.md.us and the intranet http://intranet cannot use a framed environment. If you have questions please contact Gene Deems.
- Graphics: Graphics on the DNR web site need careful consideration. Here are some guidelines, if you need additional input contact Anthony Burrows / ITS x8011. ITS is available to create graphics for any section of the DNR site.
Files:
- For photographs and detailed imagery use a .jpg (jaypeg) format.
- For icons, buttons and simple graphics use a .gif (GIF like the peanut butter) format.
- File sizes should be limited in size and dimension. Files should be no larger than 30K.
- If they are larger than this then please use a thumbnail preview.
- Keep in mind that users can have a display that is as small as 544 pixels across.
- All images need to have alt tags (see second bullet under section 14 technical standards).
- All images need to have the dimensions specified in the code. (Example below...)
<img src="image1.gif" width=100 height=100 alt="An osprey diving as some food.">- Do not use .png files at this time, they are not well supported across browsers.
- If you need help with animations or image maps please contact Anthony Burrows at x8011
- Images for pages can be provided to ITS in the following formats.
- Hard copy photos or drawings
- Images on disk (floppy, zip or CD)
- Slides
- Negatives
Permission to use any art is required prior to posting on the DNR Intranet or Internet. There are forms available on the intranet in the Internet Content Managers area.
- HTML Editors: Maryland is a Microsoft State and so the only editor that is supported by ITS is Microsoft Front Page. We recommend using Notepad or WordPad to create content since it requires a better understanding of HTML to write the code from scratch therefore providing a mechanism to troubleshoot problems with your content if they arise.
- Linking to other web sites: Please review the linking policy. The linking policy is very important to understand. There is a spreadsheet in that area detailing who you can link to and what is required to do so. There are no reciprocal links.
- Mailto (Email Links): All general information emails will point to customerservice@dnr.state.md.us for processing through the Talisma email system. If a specific contact is required then their email address can be used. All email links must have the recipients email address as the hot link.
- Meta tags: Meta tags for description and keywords should appear on category pages only. (For the purpose of this example, category pages are “front doors” to an area of information; as opposed to a single page of information.) Proposed Meta tags should be submitted to Gene Deems for review. Trademarked and or copyrighted names are not allowed in Meta tags. Only the DNR Webmaster will register any URLs with search engines and directories.
- Navigation: A return to “DNR Home” link must appear at the bottom of all pages within the DNR web site. This link should be a relative link.
A return to the appropriate content area home page must also appear on the bottom of all pages.
All new pages must comply with this and existing pages will have it added, if necessary, as they are reviewed and/or updated during the course of the year.
- New Technologies: New technologies (i.e. XML, Flash) can be used but not as a primary source document. An alternative version of the content must accompany the page(s) for those users that do not have the software to take advantage of the technology. JavaScript is not considered a new technology but alternative text equivalents must be provided.
- .pdf Files: Documents, including applications, that are going to be made into .pdf files should be provided electronically in MS Word if ITS is going to created them. All .pdf files are to be posted to the Internet site by ITS only
- Photographs: Original photographs of events may be used on the DNR web site. Re-use is allowed if not for a commercial purpose. Photos taken by others not as part of their official job duties or by non-DNR employees require a release. Blank releases may be found in the Internet Content Managers Folder in Outlook’s Public Folders. If photos are used of children under the age of 18, a parental photo release is required and must be given to the Internet Services Manager.
- Review of content: All content must be reviewed and updated at least once a year (12 months). All pages should display a date (centered) Example:
<center><font face=”tahoma, verdana, helvetica” size=2>Last updated January 3, 2003</font></center>
- Search Engines: No one but the Webmaster is allowed to register DNR content with external search functions or directories. The DNR search function needs to re-index the site when new content is added or old content is removed to reflect the change in the results. This can be done with a request to the Webmaster.
Sponsorships/Banners: Based on several years experience, DNR has decided not to have sponsorship banners on the DNR website. There are legal, endorsement, conflict of interest, monitoring, and not knowing how the content may change issues. If you have any questions, please contact the Internet and eGovernment Manager.
- Tables:
- Consider your end user if possible when setting fixed dimensions for your tables, it is important to check you work with multiple monitor resolutions to ensure that your content works well on any setting. If you need assistance with this contact Anthony Burrows in ITS.
- Web TV has a viewing area of 544 pixels on its TV viewer. If the content area is larger than this dimension the content will be made to fit the 544-pixel dimension.
- You can use percentages for you tables rather that making them fixed width tables. Use 80% instead of 500
- If you use fixed widths, keep the total for the page at or around 544 pixels.
- Ending your <table>, <td> and <tr> tags is required. IE will let you get away with it but in Netscape you generally have to have the </table>, </td> or </tr> tags for each instance.
- Type Faces: Listed below are the fonts recommended for use on the DNR web site. Bold, Italic and sizes have no restrictions. Underlining text is discouraged since it could be misinterpreted as a live link. Fonts should be listed in order from most desired to least desired as shown below. In this case Tahoma would be the first font, if it were available on the users computer. Then if it is not available, verdana would be used, after that arial. If none were available times, roman would be used. If no font is specified, times roman will be used.
<font face=”tahoma, verdana, helvetica” size=2>
- Tahoma - PC
- Verdana - PC
- Arial – Mac, PC
- Monaco – Mac, Web TV
- Helvetica – Mac, PC, Web TV
- Times, Roman – Mac, PC
- Comic Sans* - Mac, PC
*Comic Sans should only be used sparingly, since it is not a common font on most computers.
- Web TV:
- Does not support .pdf Adobe Acrobat files
- Does not support Java (It does support JavaScript)
- Has a screen resolution of 544 x 372
If you need any additional information or assistance, contact the Information Technology Services Office, Internet and eGovernment Services Team:
Gene Deems, eGovernment and Internet Services Manager @ 410-260-8014 or gdeems@dnr.state.md.us ;
Anthony Burrows, Senior Web Page Developer @ 410-260-8011 or aburrows@dnr.state.md.us ;
Martha Yeh, Web Page Developer @ 410-260-8022 or myeh@dnr.state.md.us ;
Natosha James, Administrative Assistant @ 410-260-8012 or njames@dnr.state.md.us
Last updated June 20, 2003