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1 TRUST POLICY WEB PUBLISHING POLICY Any hard copy of this document is only assured to be accurate on the date printed. The most up to date version is available on the Trust Policy Site. All document profile details are recorded on the last page. All documents must be reviewed by the last day of the month shown under review date, or before this if changes occur in the meantime. FAST FIND: To view the Trust s Web Publishing Protocol please click here DOCUMENT OVERVIEW: This document should be used by anyone wanting to create, update and manage online information on any of the Trust s internet/intranet platforms, or anyone who needs to understand this process. This document may be made available to the public and persons outside of the Trust as part of the Trust's compliance with the Freedom of Information Act 2000 WEB PUBLISHING POLICY PAGE 1 OF 6

2 WEB PUBLISHING POLICY 1. INTRODUCTION 2. ROLES AND RESPONSIBILITIES 3. OBJECTIVES 4. SCOPE OF THE POLICY 5. PRINCIPLES 6. TRAINING 7. MONITORING OF COMPLIANCE Appendices Appendix 1: Publishing Guidance Appendix 2: Web Publishing Protocol Appendix 3: Document storage how to create metadata WEB PUBLISHING POLICY PAGE 2 OF 6

3 WEB PUBLISHING POLICY 1. INTRODUCTION The Trust s corporate websites are valuable communications tools for our staff, patients and key stakeholders. It is important that consistent standards are applied to all areas of web publishing, from the style of writing that is used to the way that content is approved to ensure the high quality and effectiveness of Trust websites that reflect and enhance the values and reputation of the Trust. This policy applies to all members of staff who create, upload and manage online information about the Trust. This policy supports the delivery of the Trust s Digital Communications Strategy (in development at time of writing). 2. ROLES & RESPONSIBILITIES See Web Publishing Protocol for more information on the following: Term Web Editor in Chief (WEC) Webteam Divisional Web Editor (DWE) Departmental Web Publisher (DWP) Departmental Web Writer (DWW) Description The Associate Director of Communications has overall responsibility for the effectiveness, direction and strategic development of the Trust s communication via the internet and intranet platforms and all additional related online methods of communications channels. Undertakes or oversees all development work on the Trust s websites, including template/stylesheet and Content Management System (CMS) modifications and development or integration of any third party software. Also determines levels of access to the CMS and has responsibility for publishing changes to content and approving changes to structure and design. Act as quality assurance assessor when approving new content, ensuring policy compliance and holds responsibility for dayto-day management of all Trust content. Escalates to WEC when required. Nominated leads who hold devolved responsibility for the online content of their Divisions. They will be CMS-trained and will take ownership for the strategic development of their divisional information, ensuring it remains current, informative and meets the needs of its audiences. There may be more than one of these in a Division, depending on its structure. They are responsible for signing off all content created by their DWWs and for overseeing work undertaken by their DWPs. Same as DWW with added publishing rights enabling them to publish information directly to the internet/intranet, granted by the Webteam upon successful completion of a probationary period. Rights may be revoked if standards are not maintained. Nominated leads at department or specialty level who are CMS-trained and can create, update and publish information online, via their DWE and the webteam. They operate under guidance of their DWE and take instruction on what is required for their page(s). This responsibility should be recognised in objective setting. 3. OBJECTIVES The objectives of this policy are: To provide useful, efficient and accessible web services to staff, patients, visitors and other key stakeholders To ensure that all Trust web content is up to date, well presented, appropriate for the audience and accurate To ensure the Trust s brand identity and corporate reputation are protected and enhanced by its websites and wherever else the Trust publishes information online To provide a guide for staff on online information management and ensure the Trust meets its statutory obligations under the Freedom of Information Act WEB PUBLISHING POLICY PAGE 3 OF 6

4 4. SCOPE OF THE POLICY This policy applies to: The Trust s external website The Trust s intranet (staff only) The Trust s extranet (password-protected secure area) for health professionals and other named individuals Other websites where the Trust has a presence 5. PRINCIPLES All content must be published to the appropriate web platform intranet or internet (Appendix 1 Guide to Web Publishing) All content must go through a quality assurance and approval process in line with the Web Publishing Protocol Trust websites must comply with accessibility guidelines, disability discrimination legislation and other relevant standards and Trust policies All web content must comply with the Trust s Editorial Style and Language Guide and branding guidelines Content must be accurate and up-to-date Reasonable steps should be taken to ensure that Trust websites do not link to other sites that could harm users or the Trust s reputation Images used on Trust websites should adhere to copyright law and if taken in-house comply with the Trust s permission standards Visual design is controlled on a corporate level by the Communications and Web Team to ensure branding consistency and maintain standards The structure of Trust sites are determined by the Web Team in collaboration with departments/specialties and user testing All contributors to Trust websites must undergo training by the Web Team and will be monitored by their Divisional Web Editors in accordance with the Web Publishing Protocol. 6. TRAINING Training on the Trust s EpiServer Content Management System will be carried out by the Web Team, initially as part of the Trust s Web Redevelopment Project and subsequently on an on-demand basis. Training will be tailored to meet the needs of the department/specialty concerned, either in a group setting or one-to-one. This personal training will be complimented by a supporting e-learning package and training pack containing this policy and associated documents. Support and expertise in the form of telephone help and advice will also be provided by the Web Team and Communications Team. 7. MONITORING OF COMPLIANCE The Web Publishing Protocol clearly outlines the checks, balances and structure established to ensure policy compliance. Any breaches in policy will result in the rejection of content with the reasons for this supplied to the submitting contributor (Departmental Web Writer/Publisher and Divisional Web Editor). Spot checks will be carried out on content approved by devolved approvers and on content not updated within a year by both the Web Team and Communications Team. Any issues that are identified will be brought to the attention of the relevant Divisional Web Editors and individual Departmental Web Writers for action. Any content that is inaccurate, harmful or out of date will be removed from Trust websites by the Web Team immediately. In addition the Web Team will continue to carry out research and testing to ensure the websites reflect the needs and expectations of users. WEB PUBLISHING POLICY PAGE 4 OF 6

5 WEB PUBLISHING POLICY DOCUMENT PROFILE DOCUMENT PROFILE REFERENCE NUMBER B0642 CATEGORY Non-Clinical VERSION 1 SPONSOR Dr Sally Pearson AUTHOR Alison Warren ISSUE DATE July 2011 REVIEW DETAILS July 2014 ASSURING GROUP Digital Communications Steering Group APPROVING GROUP Trust Policy Approval Group APPROVAL DETAILS 05/07/2011 Trust Policy Approval Group COMPLIANCE INFORMATION CONSULTEES Webteam, Web Redevelopment User Group, Digital Communications Steering Group DISSEMINATION DETAILS Integral part of web redevelopment project training roll-out programme, global ; cascaded via divisions, upload to Policy Site KEYWORDS Website, Intranet, Internet RELATED TRUST DOCUMENTS Trust Communications Strategy, Digital Communications Strategy, Trust Editorial Style & Language Guide OTHER RELEVANT DOCUMENTS Web Publishing Protocol; Publishing Guidance; Document Storage How to Create Metadata ASSOCIATED LEGISLATION AND CODES OF PRACTICE WEB PUBLISHING POLICY PAGE 5 OF 6

6 EQUALITY IMPACT ASSESSMENT INITIAL SCREENING 1. Lead Name : Alison Warren Job Title : Digital Communications Specialist 2. Is this a new or existing policy, service strategy, procedure or function? New Existing 3. Who is the policy/service strategy, procedure or function aimed at? Patients Carers Staff Visitors Any other Please specify: 4. Are any of the following groups adversely affected by this policy: If yes is this high, medium or low impact (see attached notes): Disabled people: No x Yes Race, ethnicity & nationality: No x Yes Male/Female/transgender: No x Yes Age, young or older people: No x Yes Sexual orientation: No x Yes Religion, belief & faith: No x Yes If the answer is yes to any of these proceed to full assessment. If the answer is no to all categories, the assessment is now complete. Date of assessment: Signature: Director: Completed by: Job title: Signature: This EIA will be published on the Trust website. A completed EIA must accompany a new policy or a reviewed policy when it is confirmed by the relevant Trust Committee, Divisional Board, Trust Director or Trust Board. Executive Directors are responsible for ensuring that EIAs are completed in accordance with this procedure. WEB PUBLISHING POLICY PAGE 6 OF 6

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