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Guide to Minimum Website Standards - Attachments

This guidance has been superseded by the Australian Government Web Publishing Guide and should be used for reference purposes only.

April 2003 edition.

Chapter Headings:
Attachment A - Metadata ; Attachment B - Electronic Record Keeping and Archiving ; Attachment C - Privacy

Attachments

Attachment A - Metadata Checklist

What your agency needs to do to ensure that has a website that complies with the AGLS metadata standard:

Appoint a metadata manager or custodian for your agency who has responsibility for ensuring the quality and currency of the agency's AGLS metadata;
Ensure that AGLS metadata records exist for all the resources listed in the Online Information Service Obligations;
Ensure that each AGLS record includes all of the mandatory elements;
Ensure that the metadata is accessible to external search engines such as the Federal Government Entry Point search engine;
When particular schemes such as ISO8601, AGIFT or APAIS are used in constructing AGLS metadata, ensure that the relevant data values are consistent with the schemes that are referenced;
Ensure that the data values used for each element are appropriate to that element;
Pay particular attention to the Subject, Function, Title and Description elements to ensure that they contain good quality metadata that is appropriate to the resource being described, eg: do not use the same title for every single AGLS record; and
Consider which of the optional AGLS elements (eg. Audience) can be used to enhance the online visibility and accessibility of your agency's resources.

Attachment B - Electronic Recordkeeping and Archiving Checklist

What your agency needs to do to ensure it is capturing and retaining full and accurate records of its Web-based activity:

Identify and analyse your agency's functions, activities and transactions;
Determine your agency's recordkeeping requirements;
Conduct a web-based recordkeeping risk assessment;
Develop a business classification scheme;
Develop a functions-based thesaurus for records classification purposes;
Assign and document recordkeeping responsibilities in the agency;
Design and implement recordkeeping systems that meet identified recordkeeping requirements;
Ensure that the recordkeeping systems support the creation and maintenance of adequate recordkeeping metadata;
Decide on object-driven or event-driven strategies (or a mixture of the two) for ensuring the creation and capture of records of your agency's web-based activity;
Train staff in using the recordkeeping systems to ensure the creation and maintenance of full and accurate records of web-based activity;
Implement IT infrastructure for capturing and retaining electronic records in a reliable, durable and accessible form;
Implement policies and procedures for managing hardware and software dependency and obsolescence;
Wherever possible, use open standards in preference to proprietary standards and platforms; and
Conduct regular reviews and monitor developments.

Attachment C - Privacy Checklist

Guideline 1 - Privacy statement or policy: Answer Yes or No to these questions:

Does the web site have a privacy statement?

Is the statement prominent - eg easy to find, link on the home page, links available on most pages (especially pages through which users may enter the site)?

If your site collects 'clickstream' data, does the privacy statement explain to users what 'clickstream' data is collected?

Does the site use cookies?

If yes, does the privacy statement explain the use of cookies?

If no, does the privacy statement explicitly state this?

Does the privacy statement clearly state the uses to which personal information collected through the site will be put?

Does the privacy statement clearly identify any disclosures of this information?

Guideline 2 - Collection of personal information* via websites

(* Personal information includes the collection of e-mail addresses).

Does the site collect personal information?

If yes, what personal information is collected:

e-mail address?
name details?
address (eg postal/home)?
other?

Does the site have an adequate IPP 2 statement at each point where personal information is collected. Each IPP 2 statement should:

explain what personal information is collected?
state the purpose for collection?
detail how the information is used?
identify disclosures?
identify any legal authority for collection?

Does the site provide forms online?

If yes, do the forms contain an IPP 2 statement or have a prominent link to an IPP 2 Statement?

Guideline 3 - Security

Does the privacy statement warn users of the risk of transmitting data across the Internet?

Does the site provide online purchasing?

If so, does the site provide secure facilities for the transmission of purchasing data (eg credit card details)?

Does the site provide users with an alternative means of providing personal information (or purchasing information)?

Is this information clearly conveyed to users? Eg Hot links to "Contacts" page

Guideline 4 - Publication

Does the site contain personal details of individuals? (Note: This includes publication of staff details).

If yes, is this:

Head of Agency?
Board members or other senior staff?
Contact Officers?
Other Staff?

Are the individuals aware that their personal information has been, or will be, published?

Would the individuals reasonably expect that their information would be published (eg Media Liaison Officer)?

If no, agencies should seek the consent of the individual's concerned.

Contents of the Guide to Minimum Website Standards

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