AHRQ Publishing and Communications Guidelines, Section 2: Web Product and Web Site Development

You Are Here: AHRQ Home > News & Information > Information Quality Guidelines > AHRQ Publishing and Communications Guidelines > Section 2: Web Product and Web Site Development

AHRQ Publishing and Communications Guidelines

Introduction

This section highlights basic issues that need to be addressed when developing Web products or sites under contract that will be publicly available when they are launched. It covers what you need to know to ensure deliverables are on target, comply with legal and policy requirements, and do not require expensive reworking to meet Federal and U.S. Department of Health and Human Services (HHS) requirements for information resources. Detailed application and system developments requirement and documentation are located at Appendix 2-A. Instructions that address grantee Web-based products and Web sites are located at Appendix 2-B.

Return to Section Contents

Guidelines for Web-Based Products

Retrofitting Web-based products is undesirable because it adds time and costs to the process of making products publicly available. All products developed for posting on the AHRQ Web site or other sites sponsored by AHRQ should meet the minimum requirements addressed below. AHRQ has resources to provide limited technical assistance to ensure your deliverables meet the requirements outlined here and in the appendixes. To ensure your deliverables meet requirements, you must work with your project officer to have the Agency for Healthcare Research and Quality's (AHRQ's) Web Site Manager conduct a preliminary review of any Web-based product you develop. Contact information for the AHRQ Web Site Manager is located at the end of this section.

Titles

Titles must be concise and relevant to the purpose of the project but cannot include the name of the contractor or grantee. Report titles should be no more than 10 words. Titles of Web-based tools should be no more than five words. Make every word count by eliminating initial articles, such as "the" or "a." Titles need to be distinct enough to differentiate among similar-sounding products.

Quality control/editorial review

AHRQ grantees or contractors should check their products for spelling, grammar, format, consistency, and style before submitting them for posting on the AHRQ Web site. Federal resources follow the Government Printing Office Style Manual, available electronically at: http://www.gpoaccess.gov/stylemanual/browse.html.

Accessibility

As an agency of the Federal Government, AHRQ must ensure that everything posted on the Web site or AHRQ-supported sites complies with requirements for information resources under Section 508 of the Rehabilitation Act. For an overview on accessibility, go to Appendix 2-C. For standards and guidance, go to the HHS site on Section 508 at: http://www.hhs.gov/web/508/. For external links from a Federal Government Web site to partner products or files that are not compliant with Section 508 accessibility requirements, a special accessibility notice must be co-located with the link on the Federal site. The accessibility notice link is available at: http://www.ahrq.gov/accessibility.htm and at Appendix 2-D.

An example is provided below:

"These file formats are not resident on a Government Web site and therefore do not comply with the requirements for Federal information resources under Section 508 of the Rehabilitation Act."

Federally funded resources must be available to users in multiple formats to ensure the Agency is not advocating use of a particular platform, operating system, or proprietary software.

Intellectual property rights

Before a copyrighted product can be posted on the AHRQ Web site, the Agency must have the following information in writing:

Name(s) of copyright holders.
Names of licenses and purpose.
Any constraints on the licenses.
Information on who grants permission for further use or adoption.

Technical assistance

AHRQ cannot release a tool without the following information:

Written instructions on the use of the tool.
Contact name, telephone number, and E-mail address for technical assistance.
Mechanism for future updates and revisions, if applicable.

This information must be provided in writing along with the tool or product to be posted. Provision of technical assistance support should be included in the lifecycle costs of the product.

Source code

AHRQ's intent is to make tools available to the public; clinicians; health planners and providers; and other Federal, State, and local government agencies. Software and products resulting from these projects should be easily transportable to other users and developers. The best way to ensure adoption and implementation for these audiences is to have a Web-based final product that is platform independent. Coordinate with AHRQ on infrastructure requirements for housing any robust back-end applications before they are developed.

Developers must deliver source code for any technical application to the Agency with the product. This provides AHRQ with the knowledge of how the application was created and enables the Agency to make corrections, updates, or conversions as necessary to keep pace with technological changes once the product is released.

Usability

Web resources should include usability testing, evaluation, and modification as an integral and recurring part of the development effort to ensure resources are effective for the electronic business processes they are designed to facilitate. A set of Research-Based Web Design and Usability Guidelines is available at: http://www.usability.gov/guidelines/.

Beta testing products prior to release is desirable to evaluate the product against usability heuristics. As feedback is received and products are updated, revisions need to be designated by version number and date of release.

Privacy Act protections

Web resources are subject to the Privacy Act, and this can affect both the development of Web-based tools and the users of those tools. Persistent cookies should not be programmed into the functionality of a Web-based tool, although session cookies are allowed. Registration for use cannot be requested if it involves collection of individual identifiers from users. Although exemptions to both rules can be sought, this involves a strong justification and several levels of review for approval through HHS. The HHS policy on persistent cookies is at: http://www.hhs.gov/ocio/policy/2000-0009.html.

Return to Section Contents

Guidelines for Web Sites

Web sites being supported through contracts are considered Federal information resources and must comply with laws, policies, and directives that affect these resources. A checklist that must be completed for each contractor-provided Web sites is located at Appendix 2-E.

AHRQ has resources to provide limited technical assistance to ensure your deliverables meet the requirements outlined in this section and in the appendixes. To ensure your deliverables meet requirements, you must work with your project officer to have the Agency for Healthcare Research and Quality's (AHRQ's) Web Site Manager conduct a preliminary review of any Web-based product you develop. Contact information for the AHRQ Web Site Manager is located at the end of this section. For recommendations and guidance on requirements and best practices for Web sites, go to: http://www.usa.gov/webcontent/reqs_bestpractices.shtml. HHS Web Standards, found at http://www.hhs.gov/web/policies/standards/index.html, must also be observed.

Clearance

Web resources require clearance by HHS, including justification against a set of criteria. Web resources must comply with numerous laws and directives that affect federally funded electronic information resources. Web content that contractors load on a site on behalf of the Agency must be appropriate and follow all laws and directives. AHRQ Offices and Centers must coordinate initial review through AHRQ's Office of Communications and Knowledge Transfer (OCKT) before launch, and OCKT will coordinate departmental clearance. Publications cleared for printing are cleared for Web uploading at the same time.

OCKT responsibility: OCKT must first review the site, which must be password protected. Feedback from OCKT staff members will shorten the time that HHS review and subsequent changes would otherwise take. After the originator makes the required changes, OCKT will initiate the clearance process for Web sites and Web-based resources through HHS. HHS review may take 2 weeks, but more time may be needed if problems must be addressed.

Initiating Office or Center responsibility: AHRQ Offices and Centers are responsible for ensuring that subsequent Web site postings on sites that contractors host are regularly reviewed for appropriateness. If there are any questions about whether material is appropriate, contact the OCKT Marketing and Implementation Division for approval.

Domain names

All domain names for any Web resource paid for in whole or in part by Federal funds must be registered as .gov through HHS with the General Services Administration (GSA) unless a waiver from the HHS Secretary is obtained. Although the Agency may use other domains, such as .org, .net, .edu, and .com, the .gov domain must be registered and be the primary domain. The .gov domain name will need to be indexed by FirstGov, the GSA portal to government-funded resources. The FirstGov link must appear on the home page of the site. Coordinate with OCKT on domain name requests.

The Internet Domain Names Policy regulates the use, approval, acquisition, and registration of HHS Internet domain names. It can be found at: http://www.hhs.gov/policies/webpolicies/200501.html. To obtain a domain name waiver, the HHS Domain Name Waivers Guidance must be followed at: http://www.hhs.gov/web/policies/webpolicies/domainnames.html.

AHRQ (OCKT) and HHS Web Communications Division responsibility: OCKT is responsible for obtaining domain names through the HHS Web Communications Division, which is in turn responsible for approving domain names.

Editorial review

All content for AHRQ Web sites must undergo editorial reviews at the contractor level and at OCKT. At a minimum, contractors must ensure the copy is free of typographical errors and adheres to the Government Printing Office Style Manual, available at: http://www.gpoaccess.gov/stylemanual/browse.html. Nothing marked "draft" should appear on a public site. Placeholders should not be used for content that does not exist. Government-funded sites should not have anything designated "under construction." A process needs to be established for regular review of content and updating. Once materials are uploaded, they are published and considered in the public domain.

Contractor responsibility: Contractors must comply with the Government Printing Office Style Manual and AHRQ Web site conventions.

Accessibility

Under the Rehabilitation Act, Federal agencies have an obligation to provide equal access to their information and services to disabled individuals. Requirements are specified in Section 504 for individual accommodation and, more recently, in Section 508 for electronic and information technology, which includes Web sites and multimedia products. Equivalent alternatives are required for auditory and visual information, such as providing alternative descriptive text for images for the blind and providing captions for video files for the deaf. Written transcripts are required for all streaming audio. Inaccessible files can be offered as long as there are also accessible versions (such as HTML). Inaccessible files without accessible alternatives may not be uploaded.

OCKT uses software to evaluate Web site accessibility and can provide a report on any violations of Section 508 that need to be addressed before a site is launched. Specific requirements are available at http://www.access-board.gov/508.htm. Appendix 2-C provides information on creating accessible files and technologies.

Contractor responsibility: Contractors must develop Web resources that conform to Section 508 and remediate any violations determined during assessment of the site.

AHRQ project officer responsibility: Project officers at AHRQ must ensure Web sites comply with Section 508 and the HHS Policy on Section 508 Implementation.

Privacy

A privacy policy notice must be prominently displayed, and the Web site host must follow the policy. A machine-readable format of the privacy policy notice must also be uploaded to the site. AHRQ conducts a privacy impact assessment to determine what kind of personal information is contained within a system, what is done with that information, and how that information is protected.

AHRQ staff members periodically audit sites to ensure they observe their stated privacy policy. A Privacy Act system notice may need to be prepared and published for users to register on a site if the registrations represent a group of records, under the control of the Agency (or a contractor), that can be retrieved by personal identifier. This notice must go through several levels of review—including the HHS Office of General Counsel—and be published in the Federal Register. Persistent cookies cannot be used on Federal sites unless the Secretary of HHS grants an exemption, and this involves a strong justification and review process.

Contractor responsibility: Contractors must work in coordination with AHRQ staff for submission of the Privacy Act system notice, to adopt or modify the general privacy policy of the AHRQ main Web site, and to respond to questions on the worksheet for a privacy impact assessment.

Web site mailbox

Each Web site must provide full contact information for the sponsor and have a "Contact Us" link for customers to submit comments or questions. Web site E-mail is subject to the same privacy and records management issues that affect the overall Web site as well as departmental standards for handling inquiries and customer feedback. Each Web site must provide relevant "frequently asked questions" that are included in the customer relationship management system used to handle AHRQ Web site inquiries. Draft guidance for writing frequently asked questions is available at: http://www.hhs.gov/web/policies/faqstyleguide.html.

Contractor responsibility: Contractors must maintain the Web site mailbox according to HHS requirements for response times and confidentiality, to provide and update related frequently asked questions, to maintain an electronic archive of responses that is reviewed annually to determine if the contents should be retained, and to submit the number of inquiries handled on a fiscal year basis to the AHRQ Webmaster to include as Web metrics for Agency reporting under the Government Performance Reporting Act.

Records management

All content on the site and E-mail generated by the site must be archived electronically and handled according to records retention schedules and disposition authorities as established by the National Archives and Record Administration. This requirement also affects Web site log files and statistical reporting on Web site usage. For guidance on requirements, go to the HHS Web standard at: http://www.hhs.gov/web/policies/webpolicies/webrecords.html.

Contractor responsibility: Contractors must comply with the records management requirements of the AHRQ main Web site and to submit Web site usage statistics on a fiscal year basis to the AHRQ Webmaster to include as Web metrics for Agency reporting under the Government Performance Reporting Act.

Information collection budget

If a Web site is used to collect information from users, such as for surveys, evaluations, or beta-testing feedback, then the Office of Management and Budget (OMB) must first approve the burden hours for this collection effort. The Webmaster must post a notice on the Web site at the point of collection with the OMB approval number and a statement on the process of collection.

AHRQ project officer responsibility: AHRQ project officers must coordinate with the Information Collection Budget Officer and submit requests for OMB approval.

Intellectual property

Copyright and trademark protections need to be observed on Web sites. Permissions for use must be granted for any copyrighted information included, and registered trademarks need to be reflected in copy. Any copyright or trademark constraints related to materials uploaded to a site must be specified. Public domain does not extend outside the borders of the United States; therefore, foreign countries must request specific permission for use. Given the global nature of the Internet, citation of sources is a critical issue. Appendix 1-A contains information on copyrights, and Appendix 1-B provides a list of common names that are trademarked.

Contractor responsibility: Contractors must coordinate with AHRQ on copyright permission requests and follow trademark guidelines.

Linking

External links constitute an implied endorsement and create a business advantage for the linked sites. OMB requires agencies to conduct a risk assessment of external links, and potential links need to be assessed against HHS and AHRQ linking policies and criteria. If a site deviates from these policies, then the specific review and selection criteria must be justified and posted on the Web site for full disclosure. Outside Web resources may link to Agency resources if the link is not displayed in a way that would imply an endorsement by the Agency of a specific commercial product or service. AHRQ follows the HHS Web standard for external link icons and disclaimers at: http://www.hhs.gov/web/policies/standardscategory.html#links.

Contractor responsibility: Contractors are responsible for assessing links according to AHRQ linking policy requirements and evaluation checklist provided. Contractors need to comply with the HHS Web standard, External Link Icon and Disclaimer at: http://www.hhs.gov/web/policies/standardscategory.html#links. For the Agency's linking policy, go to Appendix 2-F.

Electronic Freedom of Information Act

The Agency is required by law to have an electronic Freedom of Information Act (FOIA) reading room and to provide materials that can be requested under the FOIA in electronic form. HHS requires Agency-funded Web resources to provide a link to the AHRQ FOIA page at: http://www.ahrq.gov/foia/.

Contractor responsibility: Contactors must include a link to AHRQ FOIA page on the main Web site.

Security

Web sites need to be protected against intrusion and corruption or compromise of content. This is critical if there are business processes or financial transactions conducted on the Web site. Security measures must be specifically delineated for any federally funded Web resources in existence or in development. The GSA periodically audits and evaluates Web resources for security. Attacks on Web resources must be documented and reported to the HHS Inspector General.

Contractor responsibility: Contractors must establish and maintain security according to AHRQ and HHS policies and procedures.

Usability

Web resources should include regular usability testing, evaluation, and modification during the development effort to ensure they are effective for the electronic business processes being facilitated. For best practices in initial development or redesign of Web resources, go to: http://www.usability.gov.

Contractor responsibility: Contractors must address usability issues and work in coordination with AHRQ staff on usability testing.

Web sponsor identity

AHRQ has principles to identify the Agency as the primary sponsor of AHRQ-related Web sites. These principles reflect HHS best practices for a consistent look and feel of Web resources, reinforce credibility, and support HHS and Agency branding efforts. The four specific principles that should be consistent across all AHRQ-funded Web sites are:

Web site URL name: The name of a Web site should contain AHRQ in the URL unless a domain name waiver from the HHS Secretary is obtained. A Web resource should either be a folder on the main AHRQ Web site (http://www.ahrq.gov/chiri/) or a third-level domain of the Web site (http://meps.ahrq.gov).
Title of Web site project: AHRQ's name should be part of the formal title when referenced in print or promotional materials and appear at the beginning of the Web site's project name. For example: AHRQ's Web Morbidity and Mortality online journal.
HHS and AHRQ logos: The HHS and AHRQ logos should be featured prominently on the Web site and in materials that are used to market that Web site. The AHRQ Web site manager will provide a standard Web banner, footer, and subordinate page header.
Web site home page format: The Web site home page should have common design and navigation elements with the HHS portal and the AHRQ Web site so that all Web sites look as though they belong to the Department and AHRQ Web family. All AHRQ domain sites must include a standard banner, footer, and subordinate page header that are branded for Web resources. The AHRQ Web Manager will provide technical specifications and templates for developers designing Web resources.

Contractor responsibility: Contractors must develop Web resources that are consistent with identity principles and design specifications in coordination with AHRQ staff.

Return to Section Contents

Additional Information

To discuss specific issues or to get additional guidance on Web requirements, contact:

Biff LeVee
AHRQ Web Site Manager
E-mail: biff.levee@ahrq.hhs.gov
Phone: 301-427-1897

Randie Siegel
Associate Director
Office of Communications and Knowledge Transfer
E-mail: randie.siegel@ahrq.hhs.gov
Phone: 301-427-1852

Return to Section Contents
Return to Guidelines Contents
Proceed to Next Section