Guidelines on Dissemination of Information through Government Homepages Chapter IX

IX. Specific Notes in Producing and Developing Homepages

(A) Web Pages

1. Chinese

65. It is recommended that "charset" code should be included in all pages. In so doing, advanced browsers will automatically choose the character type and save Internet users the trouble in selecting "charset" from the menu bar of browsers. In addition, there will not be line wrapping problem for Chinese pages. The “charset” code should be put before the <title> tag to avoid any potential display problem if the title has Chinese characters. Unicode (ISO 10646/UTF-8) is recommended for new Chinese version websites. The code can be added between <head> and </head>, or before <body> tags in the following way –

For traditional and simplified Chinese (ISO 10646/Unicode) –

<META HTTP-EQUIV="Content-Type" CONTENT="text/html;charset=utf-8">

For English/Western-European Language –

For other charset (big 5/Big5-HKSCS/gb2312) –

ISO 10646 is the common Chinese language interface standard. Bureaux/departments are recommended to adopt ISO 10646, where applicable. Please refer to the “Guidelines for the Procurement of Products with Chinese Computing Requirement” for more details.

66. The Government has defined a set of user-defined Chinese characters (the Hong Kong Supplementary Character Set) and we have promulgated the use of this set of characters to the community. As a result, this set of characters is being widely used in Hong Kong. Bureaux/departments should use this set instead of defining supplementary characters themselves. The software files for the set are available for downloading at the OGCIO website (http://www.ogcio.gov.hk/ccli/eng/hkscs/download.html or http://www.ogcio.gov.hk/ccli/unicode/hkscs/download.html ) which are usable for computers equipped with various software platforms. A link in the Government homepages for downloading the Hong Kong Supplementary Character Set is recommended. The procedure for the application for inclusion of new characters from bureaux and departments has been documented in the ITSD Circular No. 14/2000 and the application form can be downloaded from the ITG Infostation.

2. Provision of online forms

67. The online forms must be current. Receipt of the form should be acknowledged if reply email addresses are provided. It is also desirable to make clear to the users the expected response time of the requested service.

3. Statements for collecting personal data online

68. There is increasing concern on the part of internet users about the collection of their personal data without their knowledge when they are browsing Government homepages. To address this concern and to secure users’ confidence when accessing Government homepages, bureaux/departments should include in their homepages a prominent hotlink to their Privacy Policy Statement whenever personal data are collected. The statements should explicitly state whether “cookies” will be used to collect personal data of users. Policies on how the personal data are handled, including the purposes for which such data will be used following collection; the types of organizations to whom such data may be disclosed, etc. should also be included. Details about Personal Information Collection Statement and the Privacy Policy Statement can be found in the website of the Privacy Commissioner’s Office at
http://www.pcpd.org.hk/english/publications/files/pic_pps_e.pdf.

4. Links to other websites

69. To boost visits to Government homepages, it is advisable to accept creation of links from other websites provided such links will not degrade the public image of bureaux/departments or involve commercial gains. As for building up links from Government homepages to other websites, bureaux/departments should be discreet and consider whether it may wrongly imply a closer relation with certain organisations, especially those commercial ones. In addition, a conscious policy is needed as more requests from similar sites may arise. When linking to non-government websites, it is advisable to display a disclaimer notice before the links are entered or clarify in the ‘Important Notices’ section that the links are for users’ convenience and the information provided is the responsibility of that external source.

5. Links to GovHK and Brand Hong Kong logo

70. All Government homepages can be accessed via GovHK and they should create reciprocal links to it. Bureaux/departments should also include a Brand Hong Kong logo with hyperlink to its websites (www.brandhk.gov.hk) to promote the visual identity of Hong Kong. The application guidelines of the Brand are available at the website.

6. Use of National and Regional Flags and Emblems

71. If National and Regional Flags and Emblems are used in the homepage design, please ensure compliance with the specifications set out in law. More details about the proper use of National and Regional Flags and Emblems are available at the National and Regional Flags and Emblems website at http://www.protocol.gov.hk/flags/index.html.

72. For the use of other flags and logos which have protocol implications, the Director of Protocol should be consulted.

7. Disclaimer

73. A disclaimer should contain the following general clauses and essential elements -

the information provided in the homepage is for reference only;
the Government gives no express or implied warranty to the accuracy of the information provided in the homepage;
should there be links from other websites to the Government homepage or if the present Government homepage will provide links to third parties’ websites, the Government will not be responsible for the content of such websites;
the current website may contain information provided by other parties, and the Government has not approved nor endorsed the accuracy of such information;
express denial of responsibility and liability for any loss or damage arising from contract, tort or any cause in connection with the Government homepage; and
users/information seekers are encouraged to verify the authenticity of the information or seek independent advice before relying on the information.

74. For websites that use the on-line translation system to convert traditional Chinese character web pages to simplified Chinese character web pages, a disclaimer should be included in every Government website to remind users that the contents in the translated version are conversion from the traditional Chinese character version using a translation software, and users should verify the translated version by making reference to the published traditional Chinese character version. The ‘simplified Chinese’ button on Government web pages should be programmed to trigger the display of Disclaimer Statement. If bureaux/departments have doubt, they are advised to seek legal advice from the Department of Justice direct (see also para. 127 below).

8. Security Statement

75. The purpose of the security statement is to alert the general public of the risk involved when interacting with the Government web pages and to inform them that transactions made or messages sent over Internet cannot be guaranteed to be completely secure. The following statement is an example -

“You acknowledge and agree that the Government shall not be responsible in any manner for direct, indirect, special or consequential losses or damages howsoever arising out of the use of this website. The Government does not guarantee that any messages sent over the Internet will be completely secure. The Government does not accept any responsibility for any damages incurred by you if you send a message to us, or if the Government sends a message to you at your request, over the Internet. Communications over the Internet may be subject to interruption, delayed transmission due to Internet traffic or incorrect data transmission due to the public nature of the Internet or otherwise.”

76. The security statement may also cover other issues that may arise from delivery, receipt or use of the message, information and data. For example, measures to ensure the security and confidentiality of data collected online; use of utility / software to monitor the network traffic; the protection of intellectual property rights; issues related to circulation of unsolicited publicity or advertising materials; propagation of computer worms and viruses; sending harassing, obscene, indecent, offensive or threatening electronic mail; forgery (or attempted forgery) of electronic mail messages and the placement, transmission or storage of any defamatory materials. In this connection, bureaux/departments are advised to seek the relevant professional advice accordingly.

9. Chat room and discussion groups

77. Although the provision of chat room and discussion groups may invite constructive ideas and create open discussion atmosphere among members of the public, it could also become a medium for the dissemination of obscene and indecent messages, foul words or even libellous statements. Such objectionable materials may be harmful to young users. Although bureaux and departments could filter out a list of objectionable wordings, it is by no means exhaustive. It is the responsibility of bureaux and departments to monitor their chat rooms and discussion groups very closely to prevent the dissemination of any objectionable materials in their websites. It is not advisable to leave the chat room and discussion groups unattended. The rules for posting should be clearly stated and there must be arrangements to delete postings which contravene the rules promptly. Before providing chat service in the websites, bureaux/departments should therefore balance the benefits that it can bring against the possible negative impact on the management of the websites.

10. Selecting contractors

78. Bureaux/departments may consider setting up a selection panel for choosing a suitable contractor for designing homepages. The panel should draw up a marking scheme to select the contractor that is likely able to produce web pages at a reasonable production cost and of required quality. The selection criteria should include design concepts to meet the requirements, relevant experience in designing homepages and dedicated production team for the project. Generally speaking, bureaux/departments should -

prepare invitation brief that clearly states services required;
invite prospective contractors to present their design ideas and show relevant web pages before the selection panel; and
conduct thorough discussion at the panel according to the marking scheme.

The selection should follow procedures in the procurement of services, and assistance from Supplies Officers would be useful. Bureaux/departments may select contractors under the Standing Offer Agreements for Quality Professional Services (SOA-QPS). Details of the scheme including sample tender document and assignment brief are available at CCGO.

79. The selected contractors should observe the “Revised Government IT Security Policy and Guidelines” promulgated vide OGCIO Circular No. 3/2006. They should ensure all information and web contents are well protected and will not be disclosed to unauthorized persons. This may include, but is not limited to, the control of the development and testing environment that no unauthorized person can get access to the contents, and that such testing contents and all related information will not be posted to some websites or file servers that can be publicly accessed.