Town of Cary

Town of Cary	Standard Procedure No. 116
STANDARD PROCEDURE	Effective:	July 24, 2000
	Supersedes:	N/A
Website Protocol	Prepared by:	Prepared by: Susan Moran Public Information Officer Prepared by: Bill Stice Technology Services Director
	Approved by:	William B. Coleman, Jr. Town Manager

PURPOSE

To present accurate information in a manner that is consistent with the Town Council’s policies & philosophies;

To present accurate information in a manner that is consistent with the Town or Cary’s Mission Statement, Statement of Values, and annual Communications Plan;

To ensure consistency and uniformity between elements of the organization;

To ensure that the site is useful, reliable, and that it works effectively for users.

DEFINITIONS

Content: All ideas communicated within and information contained on the site as represented in words, colors, layout, graphics, logos, video, photographs, and other elements.

Significant Changes: Paragraphs, pages, or whole sections added, deleted, or modified that deviate substantively from the existing content or that address high-profile issues—particularly those that are publicized. Significant topics include but are not limited to existing or potential threats to public safety/welfare/property or those that may affect the Town’s image and/or citizen confidence in their government.

Routine Changes: Additions, deletions, or modifications of content that does not differ substantively from the existing content. Routine changes include updating graphs, charts, maps, calendars or moving sections out of What’s New.

Technical Aspects: All programs, formats, effects, features, and other elements associated with how the site functions;

GUIDING PRINCIPLES

The website serves as the primary information vehicle for the Town.

There shall be only one official website for the Town of Cary government.

The site shall be accurate, intuitive, robust, attractive, timely, relevant, and contemporary.

The Technology Services Department oversees all technical aspects of the site.

The Public Information Officer (PIO) oversees all content of the site.

Advertising and solicitation are prohibited on the site.

Promotional announcements for Town-sponsored events, programs, and activities are permitted; however, promotional announcements for events, charities or outside organizations in which the Town has no official interest or sponsorship shall not be permitted.

PROCEDURES

The Public Information Officer must approve all signification content changes to the site, including but not limited to text, graphics, layout, and colors. For this reason, it is suggested that staff meet with the PIO in advance of devoting significant amounts of time developing new web sections.

The Technology Services Department must approve all technical changes to the site. For this reason, it is suggested that staff meet with TS in advance of devoting significant amounts of time developing new web sections.

Staff shall develop no other sites—privately or as part of their regular work—to carry information about Town government. This prohibition includes but is not limited to web pages or sections developed on home computers for the internal professional use of Town staff in their everyday line of work.

Staff shall not contract with venders/consultants to work on web elements for the Town without first securing approval from the Director of Technology Services.

Each web page must include the date of the most recent posting. This information shall be placed at the end of the page consistent with current content practices established by the PIO.

Each web page must include the email address for the staff contact person. This information shall be placed at the end of the page consistent with current content practices established by the PIO.

The staff member responsible for a page shall regularly maintain site information, including routine review and updating.

Prepare and post web sections about all significant projects, issues, activities, and events as soon as possible in the development of the issue. As with any public information product, the Town Manager’s Office and the Town Council should be briefed before the materials are publicly distributed on the web.

Develop each web page using only Town of Cary approved software as well as the current technical practices established by Technology Services.

Hyperlinks may be provided from the Town’s website to any other local, state, federal, or international government site as well as to any site managed by a not-for-profit corporation providing services to Cary citizens and having a direct, official relationship with or receiving financial support from the Town of Cary.

Hyperlinks from the Town’s website to any for-profit corporation may be provided only in special circumstances where the for-profit entity is co-sponsoring a Town of Cary activity or event. The link may only be active during the event and during a specifically-defined, limited promotional period preceding the activity or event.

Technology Services shall coordinate all server updating/uploading of the site.