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Development and Approval of Web Content

Information for
Web Council Members

This page gives a broad overview of how the review and approval of web content works. Before developing any social media content, contact the appropriate Office of Web Communications contact. Content for EPA.gov falls into two broad categories:

One EPA Web Content

The ultimate goal is to organize EPA.gov into the one epa Web Microsites, Resource Directories and Searchable Collection (MRS) structure. Learn more about One EPA Web, including the review and approval process for one epa Web content. Entering Intranet

Microsites and Resource Directories

Content identified by the Office of External Affairs and Environmental Education (OEAEE) as priority content for primary web audiences will be reorganized into microsites and resource directories. OEAEE identifies microsites and resource directories based on recommendations of the AAships and regions, and Agency priorities. These sites will be built by an editor-in-chief nominated by OEAEE and an editorial board according to microsite and resource directory guidelines. A web area is not considered a microsite or resource directory unless OEAEE requests an office build a microsite or resource directory for a topic.

Searchable Collection

In the long term, content identified as priority content but that does not serve our primary audiences (for example, content on climate change that serves only a technical or other narrow audience) will not be included in microsites or resource directories and will not be linked to. Although web visitors will not be able to browse to it, this content will have metadata associated with it, enabling visitors to locate this content via search.

Web Areas Outside the One EPA Web Structure

To have a more coordinated EPA.gov during the transition to one epa Web, OEAEE created requirements for new or redesigned/reorganized/updated web areas outside the one epa Web structure. The Web Content Coordinators from each AAship and Region, with the support and guidance of the OEAEE/Office of Web Communications (OWC), have editorial responsibility.

Goals for New Web Areas and Redesigns Outside the One EPA Web Structure

Process for Redesign of Web Areas Outside the One EPA Web Structure

(March 21, 2011 working draft)

As content is moved into template 4, we expect:

Please note that this process and guidelines applies to all web content in epa.gov, including water.epa.gov content even though water.epa.gov pages are already in Template 4. If you have questions about the process or guidelines, please contact your Web Council members (Content Coordinator or Infrastructure Coordinator).

Prerequisites to Redesign/Transition to Template 4

By TSSMS

  1. Clean up ROT and get ROT-certified:
    • You can use the Rottweiler tool Entering Intranet to find your ROT. Rottweiler will list your redundant, orphaned and unloved files. Once you think you've eliminated all your ROT, email Judy Dew or Susan Fagan and one of them will have the Rottweiler report for your TSSMS re-run so you can see how much progress you've made (that is, how many less files are identified as redundant, orphaned or unloved). View the slides for an OEI webinar on ROT Review (36 slides; PDF)
    • After ROT cleanup of a TSSMS, OEI performs a ROT certification. To request a ROT certification, contact Dorothy Semazzi.
    • OEI will then provide a spreadsheet of files still existing after ROT cleanup but identified by OEI as ROT. Each file on the spreadsheet requires review by the content owner, concurring and deleting, or justifying for retention.
    • Spreadsheets should be returned to Dorothy Semazzi for file treatment verification and ROT certification via e-mail. Treatment options include:
      • Remove content from public server,  
      • Update content and republish, or
      • Validate content and republish.
    • ROT certification means that OEI has reviewed all of the files in your TSSMS for redundant, outdated and/or trivial content to maintain site usability and validity.
    • If your content currently exists on water.epa.gov, please contact your web content coordinator and infrastructure coordinator FIRST to generate a list of your current web files, pages and PDFs.

  2. Review PDF metadata and get certified:
    • PDF metadata error report has to be at 90% of no errors before you request metadata certification. Metadata certification includes a quality review for a fixed percentage of your files.
    • Reviewer will examine the Title, Description, Author and Keywords fields in a percentage of your PDF files. Each field will either Pass or Fail.
    • The reviewer will provide comments on the metadata finding on the individual  fields and files selected and any overall issues with the metadata. Each file on the spreadsheet requires review by the content owner to take action to correct the metadata.
    • PDF certification means that OEI has reviewed your PDF metadata and 80% of the fields reviewed passed.

    To request a PDF metadata certification, contact Dorothy Semazzi.

  3. Complete required classes: (OEI will verify)

By Web Area

Steps in Redesign/Transition to Template 4

  1. Submit request to redesign to OEAEE (e-mail preferred) via your Web Content Coordinator. Include purpose of site. Identify one or two target audiences and indicate their top goals, tasks, and/or information needs. Complete steps 1 - 3 of the Redesign/New Web Area Checklist.

  2. Complete step 4 of the Redesign/New Web Area Checklist and submit to Content Coordinator and Christine Dibble. Wait for response before coding begins.

  3. Create and code content (step 5). Design site to get audience information needs to them as quickly as possible. All content should follow the requirements for Writing for the Web training.

  4. Metadata is required. Follow directions for step 6 on the Redesign/New Web Area Checklist.

  5. Content Review:
    • by the applicable Web Content Coordinator, who will review to ensure the content meets the goals described above and follows best web practices. (OEAEE/OEI will train reviewers and will help with initial reviews.)
    • by an external reviewer, who will review for web best practices and as a "fresh set of eyes". External reviewers will likely be drawn from the Web Council, OEI, and OEAEE.
    • by OEI, who will review the use of Template 4.
    • by OEI, who will review appropriateness of metadata.

  6. Completely replace existing content. Post only what is retained after content review and design is complete.

Development of all new content must take place on a password-protected server or the EPA intranet.

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