NYC.gov Policies and Procedures Manual Version 2.0 July 2002 NYC.gov Policies and Procedures Manual Michael R. Bloomberg, Mayor Produced by the Department of Information Technology and Telecommunications Enterprise Application Management & Support V1.5.1 Revision History ------------------------------------------------------------------------------------------------------------------ V 1.0 - 8/31/2001 Revision of the NYC.Gov Style Guide & Internet Policies and Procedures document. Published in PDF format. V 1.5 – 12/28/01 Revision of the NYC.Gov Style Guide & Internet Policies and Procedures document. Published in PDF format. V 1.5.1 – 3/6/2002 Revision of the NYC.Gov Style Guide & Internet Policies and Procedures document. Published in PDF format V 1.5.1 – 4/24/2002 Revision of the NYC.Gov Style Guide & Internet Policies and Procedures document. Published in PDF format V 2.0 Revision of the NYC.Gov Style Guide & Internet Policies and Procedures document. Published in PDF format ------------------------------------------------------------------------------------------------------------------ NYC.GOV POLICIES AND PROCEDURES MANUAL PURPOSE.................................................................................................................................1 1.0 INTRODUCTION ..........................................................................................................2 1.1 THE MISSION OF NYC.GOV .......................................................................................2 1.2 THE DEPARTMENT OF INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS' THE OFFICE OF ENTERPRISE APPLICATION MANAGEMENT & SUPPORT................2 1.2.1 The Office of Enterprise Application Management & Support Responsibilities2 1.3 COMMUNICATIONS LIAISONS ....................................................................................3 1.3.1 Roles and Responsibilities as Defined by the City of New York......................4 1.3.2 Roles and Responsibilities when Dealing with EAM&S ..................................5 1.3.3 The Quarterly Letter of Certification.................................................................7 1.4 NEW YORK CITY AGENCY HOME PAGES ON NYC.GOV ..........................................8 2.0 THE NYC.GOV WEB PORTAL ..................................................................................9 2.1 CATEGORIES...............................................................................................................9 2.2 SUB-CATEGORIES.....................................................................................................11 2.3 AGGREGATION OF LINKS .........................................................................................13 2.4 CATEGORY PATH .....................................................................................................13 2.5 AGENCY PORTAL LINK REPORT..............................................................................13 3.0 BASIC REQUIREMENTS ..........................................................................................15 3.1 FUNCTIONAL REQUIREMENTS .................................................................................15 3.1.1 General Linking Requirements........................................................................15 3.1.2 NYC.gov - Proper Display of the City's URL .................................................17 3.1.3 Navigation on NYC.gov ..................................................................................17 3.1.4 Coding for CityAccess Kiosk Compatibility ...................................................18 3.1.5 Online Mail Forms...........................................................................................19 3.1.6 Secure Payform CGI Script .............................................................................24 3.1.7 SSL Forms .......................................................................................................26 3.1.8 Windows Media Player....................................................................................27 3.1.9 PDF Files .........................................................................................................28 3.1.10 Requirements for Applications Residing on Non-DoITT/EAM&S Managed NYC.gov Servers .............................................................................................29 3.2 PROCEDURAL REQUIREMENTS ................................................................................30 3.2.1 Downloading Production Files ........................................................................30 3.2.2 Submission of Content for NYC.gov...............................................................31 3.2.3 New Agencies and Site Redesigns on NYC.gov .............................................35 3.2.4 Submission of Forms for NYC.gov .................................................................36 3.2.5 Requesting FTP Access for the Submission of Content ..................................38 3.2.6 Guidelines for Auto-Publish ............................................................................38 3.2.7 Archiving .........................................................................................................39 3.2.8 Location of Files / Agency Directory Structure on NYC.gov .........................40 3.2.9 Requesting Web Site Statistics ........................................................................40 3.2.10 Intranet .............................................................................................................41 3.3 POLICY COMPLIANCE REQUIREMENTS...................................................................41 July 11, 2002 i NYC.GOV POLICIES AND PROCEDURES MANUAL 3.3.1 NYC.gov Copyright Policy..............................................................................41 3.3.2 NYC.gov External Link Policy........................................................................42 3.3.3 External Links on Remote Servers ..................................................................45 3.3.4 NYC.gov Cookie Policy ..................................................................................47 3.3.5 ADA (Americans with Disabilities Act) Compliance .....................................48 3.3.6 Local Law 29 - Distribution of Voter Registration Forms ..............................51 4.0 CONTENT.....................................................................................................................53 4.1 THINKING ABOUT YOUR CUSTOMERS .....................................................................53 4.1.1 Who is going to read this? ...............................................................................53 4.1.2 What will they want to know? .........................................................................54 4.1.3 What problems are they looking to solve?.......................................................54 4.1.4 Making your pages printer friendly .................................................................55 4.2 GETTING STARTED (PLANNING YOUR INITIAL CONTENT).......................................56 4.3 ADAPTING EXISTING MATERIAL FOR THE WEB .....................................................57 4.4 SOME IDEAM&S FOR CREATING NEW MATERIAL ...............................................58 4.5 MAKING IT EAM&SY TO READ AND UNDERSTAND ...............................................60 4.6 WRITING AND EDITING ............................................................................................61 4.7 AVAILABLE GRAPHICS.............................................................................................63 4.8 ENCOURAGING RETURN VISITS...............................................................................64 4.9 MARKETING AGENCY CONTENT .............................................................................65 4.9.1 Advertising an Agency Site on NYC.gov........................................................65 4.9.2 Advertising Agency Content in other Media...................................................66 4.9.3 Remapping an Agency URL............................................................................66 5.0 TECHNOLOGY RESOURCES..................................................................................67 5.1 HTML ......................................................................................................................67 5.1.1 HTML Editors..................................................................................................67 5.1.2 Coding in HTML .............................................................................................68 5.2 PROGRAMMING AND SCRIPTING LANGUAGES ........................................................70 5.2.1 JavaScript.........................................................................................................70 5.2.2 Java ..................................................................................................................72 5.2.3 JSP (Java Server Pages)...................................................................................73 5.3 DESIGNING FOR DIFFERENT BROWSERS..................................................................73 5.4 CONVERTING DOCUMENTS FOR USE ON THE WEB .................................................74 5.4.1 Converting Documents to HTML and PDF Form ...........................................74 5.4.2 Adobe Acrobat.................................................................................................74 5.4.3 ASCII Text Files..............................................................................................75