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Policy 6.2.3


Linking policy for DIS Web sites

Contact: Assistant Director, Interactive Technologies

6.2.3.1 Purpose

This policy recognizes that it may be necessary to include links on the DIS Web site to Web sites outside DIS' control. The purpose of this policy is to clearly state that the DIS Web site is not a public forum for communication and debate. Links to external Web sites from the DIS pages are established and retained at the DIS' discretion. This policy also provides guidelines on when links to external sources are inappropriate.

The Purpose of the DIS Web site is to promote public service to citizens and businesses by:

  • Expanding business and citizen access to government services and government information;
  • Offering an easy and convenient process to conduct online transactions with State government;
  • Accelerating the delivery of quality online government services;
  • Improving the level of customer service from State government; and
  • Extending online government services to all citizens in Washington State.

6.2.3.2 Definitions

"DIS Web site," and "DIS Web pages" shall mean Web pages whose content is under the sole direction and control of DIS. (These terms do not include intranet sites controlled or operated by DIS.) These sites are not a forum for public communication and debate. The criteria outlined in this Policy have been established to ensure that the DIS Web site remains a non-public forum.

"Purpose" shall mean the purpose of the DIS Web site stated in this policy, Section 6.2.3.1.

"External Web site" shall mean all Web Sites other than the DIS Web site.

6.2.3.3 Applicability

This policy applies to the DIS Web site. Links to the following types of Web pages may be included in the DIS Web site:

  1. Other Governmental Units & Educational Institutions - DIS may provide links to other federal, state, and local governmental units and educational institutions that provide additional services and information that DIS Web site users may find of interest.
  2. Private Organizations - DIS may provide links to private organizations if these organizations offer services that complement the Purpose, information and services offered by DIS and if the links meet the acceptance criteria stated in this policy.

DIS may provide links to Web sites that are not controlled, maintained, or regulated by DIS, and as such DIS is not responsible for the content of those Web sites.

Use of information obtained from External Web sites is voluntary. Any information obtained from an External Web site is not guaranteed by DIS and the user should review the accuracy of any information before relying upon it. Reference to any specific commercial product, process, or service by trade name, trademark, or otherwise does not represent endorsement or recommendation by DIS.

6.2.3.4 Guidelines for Establishing a Link from the DIS Web site to an External Web site

Using the following acceptance criteria, DIS will review every link and decide whether it is appropriate and relevant:

  1. The External Web site corresponds with the Purpose of the DIS Web site.
  2. The External Web site is appropriate with respect to the Purpose of the DIS Web site.
    • Links to state agencies' web sites are a principle means of meeting our Purpose and are generally accepted as appropriate.
    • Links to social networking sites may be accepted as appropriate if - and so long as - the site so linked meets the requirements of the agency's Social Networking Sites Policy 5.1.3.
    3. An inappropriate External Web site may include, but is not limited to Web sites that:
    • Exhibit hate, bias, discrimination, pornography, libelous or otherwise defamatory content;
    • Advocates or promotes the use of alcohol, tobacco, or illegal drugs;
    • Lobby, advocate, or advance the policies and priorities of a particular industry, organization or enterprise. This may include sites of non-profit organizations;
    • Promote or makes available adult or sexually oriented entertainment or materials;
    • Promote, oppose, or makes available weapons or gambling;
    • Advocate for or against a candidate for public office or promote or oppose a ballot proposition.

Additionally, DIS reserves the right to deny links if it determines that a Web site contains misleading or unsubstantiated claims, conflicts with the Purpose of the DIS Web site or does not meet one or more of the criteria set forth in this policy.

6.2.3.7 Removal of Links

DIS reserves the right, in its sole discretion, to remove links if it determines that an External Web site contains misleading or unsubstantiated claims, conflicts with the Purpose of the DIS Web site, or does not meet one or more of the criteria set forth herein.

Links from the DIS Web site will be reviewed regularly and may be removed for any of the following reasons:

  • The link no longer points to the original information or resource to which it was intended to point;
  • The Web site contains inaccurate or misleading information or has changed such that it is no longer in compliance with the acceptance criteria;
  • Access to the information has become difficult due to non-standard formatting, lengthy download times, or intrusive advertising;
  • The Web site is permanently unreachable or remains unavailable for a lengthy period.

Removal of external links on the above bases will be permitted whether or not DIS is legally obligated to act upon any information of which it is aware.

References

DIS Policy 5.1.3, Posting to Social Networking Sites

Revised: November 6, 2006
Revised: August 19, 2003
Revised: February 28, 2001
Posted: February 16, 2000

Policy 5.1.3

Posting to Social Networking Sites

Contact: Communications Director

5.1.3.1 Definitions

For purposes of this section,

"Agency" or "the agency" means the Department of Information Services (DIS).

The "agency's purpose" means the purpose, powers, duties and intent of the Department as established in RCW 43.105.

"DIS Web site," and "DIS Web pages" shall have the same meaning as in DIS policy 6.2.3

"Social Networking Site" means a web site or service based on an architecture of participation where users can contribute website content. Examples include but are not limited to: youtube.com, flickr.com, myspace.com. Except as compelled by circumstance, Social Networking Sites are external sites as described in DIS policy 6.2.

5.1.3.2 Authorization

The Communications Director may authorize posting of information or prepared materials such as video files or streams to a social networking site by agency employees on behalf of the agency. The Communications Director may also delegate the posting decision to one or more agency employees.

5.1.3.3 Content-based Regulation Prohibited

Agency employees may not edit or remove content from social networking sites based on views expressed therein.

5.1.3.4 Privacy Notice

Where the agency posts information to a DIS web page, the page must conform to ISB and DIS requirements. Where the agency posts information to a site or service offered or controlled by a third party the employee posting the information and the employee authorizing the post should to the extent possible include or make reference to the privacy policies or privacy notice applicable to the site or service.

5.1.3.5 Ethics Review

Before information or material is posted to a private social networking site or service the Communications Director or delegate will conduct an initial evaluation of the likelihood that a proposed private social networking site will post political materials.

  1. In the case of non-political organizations or sites that do not have a history of political advocacy, the officer shall initially verify the content and then establish a reporting mechanism that will encourage users of the agency's web page(s) to notify the agency if political materials are being posted or linked there.
  2. In the case of organization or sites known to support or oppose candidates for public office, or to advocate for or against ballot initiatives or referendums the Communications Director or delegate shall only establish links to or from DIS websites if there is no political advocacy on the web page so linked or if the agency holds a written agreement that the organization or site will not place political advocacy on the linked web page without notifying the agency.
5.1.3.6 Periodic Review

The Communications Director will conduct a periodic review of any social networking sites to which the agency posts information. The Office of Legal Services will assist as needed. The review will consider whether posting is likely to:

  1. Support the state's standards of ethics in government,
  2. Protect the intellectual property rights of creators of content, and
  3. Protect the personality rights of any person appearing in material posted by the agency.
5.1.3.7 Copyright Protection

Where the agency posts material on behalf of other entities, the agency should:

  1. Obtain copyright releases for all such material from the creators or indemnification from the entity for which the material is to be posted,
  2. Obtain personality right releases for each image of a person who may have a potential claim to such a right or indemnification from the entity for which the material is to be posted.
5.1.3.8 State Resources Review

Before placing the logo or trademark of a private social networking site on an agency web site the Communications Director or delegate should ensure that the use of the logo or trademarks in question is consistent with the agency's purpose.

References

  • DIS Policy 6.2.3, Linking Policy for DIS Websites
  • DIS Policy 1.1.4, Use of State Resources

Procedure 5.1.3

Use of Social Networking Sites

Action Action by Action Timing
Pre-posting Ethics Review Communications Director or delegate Before posting information or material
Periodic Review Communications Director or delegate with assistance from the Office of Legal Services At least four times per calendar year
Obtain and file copyright releases for copyrighted material Communications Director or delegate Before posting Agency-created material
Obtain and file personalty rights releases from anyone pictured in videos Communications Director or delegate Before posting Agency-created material
Obtain and file indemnification or proof of rights releases from customer (for example in a Service Level Agreement) Communications Director or delegate Before posting material on behalf of customers

Posted: November 2008