U.S. COAST GUARD AUXILIARY DEPARTMENT OF INFORMATION TECHNOLOGY CS Guide A Guide for the Communications Services Officer January 2009, Version 2.0 Page 1 CS Guide This page intentionally blank Page 2 CS Guide Table of Contents (Click on any subject within the Table of Contents to hyperlink to that section) Table of Contents Background information ............................................................................................... 10 Privacy Statement ......................................................................................................... 10 Notice/Disclaimer ......................................................................................................... 10 Introduction .................................................................................................................. 12 I-Department Mission & Vision .................................................................................... 12 CS Guide Change Page .................................................................................................. 13 How to use this Guide ................................................................................................... 14 For the new CS Officer .................................................................................................. 16 Section 1. CS Program Overview ............................................................. 20 1.1 The Communications Services (CS) Program .......................................................... 20 1.1.1 Purpose ............................................................................................................ 20 1.1.2 Goals and Objectives ........................................................................................ 20 1.1.3 History .............................................................................................................. 20 1.1.4 The CS Officer's Guide ...................................................................................... 20 1.2 The E-Auxiliary ........................................................................................................ 21 1.2.1 Concept ............................................................................................................ 21 1.2.2 The E-Coast Guard & E-Auxiliary ...................................................................... 21 1.2.3 The Communications Services Role ................................................................. 21 1.2.4 National Resources .......................................................................................... 21 1.3 The Communications Services Organization .......................................................... 22 1.3.1 Structure .......................................................................................................... 22 1.3.2 Flotilla/Division/District Staffs ......................................................................... 22 1.3.3 Information & Communications Services ........................................................ 22 1.4 The Responsibilities of the CS Program .................................................................. 22 1.4.1 Information Dissemination .............................................................................. 22 1.4.2 E-Auxiliary Tools and Support .......................................................................... 23 1.4.3 Website Development & Maintenance ........................................................... 23 1.5 Auxiliary Internet Resources Site (AIRS) ................................................................. 23 1.5.1 Description ....................................................................................................... 23 1.5.2 History .............................................................................................................. 23 1.5.3 Site Resources .................................................................................................. 24 1.5.4 Policies ............................................................................................................. 24 1.6 Regulations and Policies ......................................................................................... 24 1.6.1 Use of Auxiliary Email Nets .............................................................................. 24 1.6.2 Privacy & Freedom of Information Acts .......................................................... 24 Section 2. Checklists & Subject Outlines .................................................. 25 2.1 FSO-CS Job Checklist ............................................................................................... 25 2.2 SO-CS Job Checklist ................................................................................................. 26 Page 3 CS Guide Table of Contents 2.3 DSO-CS Job Checklist ............................................................................................... 26 2.4 Auxiliary Internet Site Checklist .............................................................................. 27 2.4.1 Approval and Authorization ............................................................................. 27 2.4.2 Site Identification ............................................................................................. 27 2.4.3 Links To and From Other Internet Sites ........................................................... 27 2.4.4 Content ............................................................................................................ 28 2.4.5 Privacy Statement ............................................................................................ 28 2.5 Auxiliary Internet Resources Site Establishment Checklist..................................... 28 2.5.1 Site Requirements: ........................................................................................... 29 2.5.2 To Apply for an AIRS Site: ................................................................................. 29 2.5.3 Services Included In AIRS Site: ......................................................................... 29 2.5.4 AIRS Site URLs: ................................................................................................. 29 2.6 Website Development Checklist ............................................................................. 30 2.6.1 How to Bring Up an Auxiliary Website ............................................................. 30 2.6.2 Identify a Webmaster ...................................................................................... 30 2.6.3 Outline Website Content ................................................................................. 30 2.6.4 Submit Content Outline for Approval .............................................................. 31 2.6.5 Develop Website .............................................................................................. 31 2.6.6 Obtain Final Approval from the Unit ............................................................... 32 2.6.7 Notify National ................................................................................................. 32 2.7 Website policy checklist .......................................................................................... 33 2.8 Best of the Web Award ........................................................................................... 34 2.8.1 Best of the Web Award Procedures ................................................................. 34 2.8.1.1 Nomination Procedure ............................................................................. 34 2.8.1.2 Advance Notice ......................................................................................... 35 2.8.1.3 Judges ........................................................................................................ 35 2.8.1.4 Evaluation Criteria .................................................................................... 35 2.8.1.5 Selection Procedure .................................................................................. 37 2.8.1.6 Feedback ................................................................................................... 37 2.8.1.7 Website Changes ...................................................................................... 37 2.8.1.8 Annual Schedule of Events ....................................................................... 38 2.8.1.9 Time Limit on Award Display .................................................................... 38 Section 3. What Works for Others ........................................................... 39 3.1 CS Services .............................................................................................................. 39 3.1.1 Information Dissemination .............................................................................. 39 3.1.1.1 Insure key players are fully informed ....................................................... 39 3.1.1.2 CS role in information relay ...................................................................... 40 3.1.1.3 Providing information to "non Electronic" members ............................... 40 3.1.2 E-Services ......................................................................................................... 40 3.1.2.1 Facilitate the use of electronic equipment ............................................... 40 3.1.2.2 Building a Website the easy way .............................................................. 40 3.1.2.3 Officers need for email ............................................................................