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CDL web site maintenance procedures

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					Style Guide: CDL Web Site (including Inside CDL)
Information Architecture .......................................................................................................................... 2 Site Structure ....................................................................................................................................... 2 Site Structure for the Inside CDL Section .............................................................................................. 3 Content Owners and Maintainers .......................................................................................................... 4 Metadata Requirements ........................................................................................................................ 5 Visual Design, Document Formats, and Page Templates........................................................................... 6 Visual Design........................................................................................................................................ 6 The CDL Logo and other CDL Graphics ................................................................................................. 6 Document Formats ............................................................................................................................... 6 CDL Brochure Main Page (CDL Home Page) .......................................................................................... 7 CDL Brochure Second-Level Pages........................................................................................................ 8 CDL Brochure Third-Level Pages ........................................................................................................... 9 Inside CDL Main Page......................................................................................................................... 10 Inside CDL Second-Level Pages .......................................................................................................... 11 Inside CDL Third-Level Pages (and below).......................................................................................... 12 Templates for non-HTML Pages .......................................................................................................... 12 Editorial and Style Guidelines ................................................................................................................. 13 Periodically Review the Accuracy and Currency Of Your Documents.................................................... 13 Remove the ROT: Redundant, Obsolete or Trivial Content .................................................................. 13 Cater to Readers Who Know Nothing About What You Do .................................................................. 13 You are Responsible for Your Grammar and Spelling .......................................................................... 13 Converting Microsoft Word 2000 Documents to Our HTML Template Will Remain a Manual Process.... 13 Appendix: Visual Design of Directory of CDL-Licensed Content and SearchLight ..................................... 14

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Information Architecture
Site Structure
The CDL Brochure web site is our public face. It tells the world who CDL is, what the CDL does, and points users to where they can find out more in-depth information. The CDL web site is no longer a place to provide web-based services for patrons.1 The main content areas of the site are as follows: About the CDL       At a Glance o Provides an organizational overview of the CDL for the public at large; includes details about the organizational structure and staff. Collections & Services o Briefly describes key CDL collections and services; allows users to navigate to the service itself (when possible) or to find out detailed information (via Inside CDL). Programs o Describes key CDL programs (e.g., eScholarship, Digital Preservation). Partners & Research o Shows the CDL's collaboration with partners, innovative research, and ability to secure grant funding. News & Publications o Includes news items suitable for the non-UC community; provides access to published standards, guidelines, and other formal documents. Contact Us o Lists CDL contact information, and directions; links to a web-based form for feedback

Especially For  Vendors and Content Providers o Provides a central place for vendors and content providers to find the information they need. UC Library Staff ("Inside CDL") o Provides access to published working documents of interest to CDL partners (including UC Library staff); draft documents or internal documents are not included or linked from Inside CDL.

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Although the Directory of CDL-Licensed Content (formerly known as the CDL Directory) and parts of the SearchLight service share the same technical infrastructure as the CDL web site, they are considered separate services, and now have a look and feel that is different from the CDL web site. Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Site Structure for the Inside CDL Section
 Collection Development Process o Provides information, policies, and procedures related to the selection and acquisition process for both licensed and non-licensed content. o Owned by Wendy Parfrey. Collections o Provides detailed information about existing collections, such as title lists and information about licensing terms and conditions. The next-generation MIS and Directory of CDL-Licensed Content may live here. o Owned by Catherine Candee, Bev French, and Wendy Parfrey. Projects, Programs & Services o Provides detailed information about CDL projects, programs, and services. o The main page is owned by Steve Toub. Each "project" area is owned by the project leader. Committees & Groups o Provides detailed information about CDL committees and groups. o The main page is owned by Steve Toub. Each "group" area is owned by the group leader. Digital Library Building Blocks o Provides access to best practices, CDL standards, and other information that helps build digital libraries. It will serve as a central place to access tool kits and web services that enable digital libraries. o Owned by Steve Toub. Instructional Materials o Provides access to user guides, tutorials, and other instructional materials for CDL collections. o Owned by John Ober (with Ellen Meltzer). Assessment o Provides evaluation tool kits and access to CDL's evaluation activities. Also provides access to statistical reports for CDL collections. o Owned by John Ober (with Rosalie Lack). News & Events o Provides news and announcements of interest to CDL partners. This is the home of CDLINFO. o Owned by John Ober (with Ellen Meltzer and Rosalie Lack). Report a Problem o Allows the UC community to check the status of reported problems, report a new problem, and learn how to troubleshoot problems pertaining to CDL collections. o Owned by Jayne Dickson. Contact the CDL o Describes "who to contact for what" at the CDL. o Owned by Steve Toub.

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Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Content Owners and Maintainers
The ownership and maintenance of documents on the site is distributed.

Area of the site CDL Brochure All pages of the CDL Brochure portion of the site, except those areas listed below. CDL Brochure Vendors & Content Providers CDL Brochure Staff & Contact List Inside CDL Home page and second level pages. (e.g., http://www.cdlib.org/inside/collect/) Inside CDL Page for a Committee or Group (http://www.cdlib.org/inside/groups/rl/) Page for a Project, Program, or Service (http://www.cdlib.org/inside/projects/request/)

Owner John Ober

Maintainer Rosalie Lack (or her delegates) Wendy Parfrey (or her delegates) Admin Team

Wendy Parfrey Garland Giles

Steve Toub

Steve Toub (or his delegates) Delegates of the content owner

Usually the chair of the group or the leader of the project. See the primary contact listed in the "Contact the CDL" at the bottom of the page. See the "Document owner" at the bottom of each page.

Inside CDL All other pages of the Inside CDL section of the site.

Delegates of the content owner

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Metadata Requirements
Good document metadata improves usability, findability, and instills trust. The following metadata elements are required for all documents on the CDL web site:  Title. Ensure that document titles are unambiguous and explicit. o Poor Title: Collections Update. Better Title: Status of Current Acquisitions Negotiations. o Poor Title: Licensing Work Plan. Better Title: Annual Collection Development Workplan: Priorities for 2002-2003. Description. Write a sentence that clearly describes the contents of the document, the intended use of the document, and the benefits of reading the document. Avoid simply echoing the title. The document description may appear in multiple places: o At the top of the document itself. o On pages that link to the document, including both "regular" pages and search results.

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In addition, the following metadata elements are required for all documents on the Inside CDL section of the site:    Document owner. This is the person primarily responsible for the accuracy and currency of the document. If a user has questions about the content of a document, this person is the first point of contact to handle questions. "Last reviewed" date. Owners should periodically review documents they own for accuracy and currency. The "Last reviewed" date displayed on Inside CDL documents should reflect the date that the entire document was verified to be accurate and current. Permanent location of the document. Usually a URL. PDF and RTF documents should include the URL of where they will live on the CDL web site, not the path of where they were created or stored on the internal file server.

The following metadata element is purely optional:  Keywords. Putting correct keywords in the document, especially synonyms of terms not found in the document itself, can improve findability.

Content maintainers will be instructed how to implement these metadata elements in HTML documents. For Microsoft Office documents (and their PDF derivatives), do what you can within the existing application's metadata (File: Properties in Microsoft Word) to make sure the metadata is complete and accurate, since this will show on search results pages.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Visual Design, Document Formats, and Page Templates
Visual Design
Every page of the CDL Brochure section of the site shares the exact same look and feel. The look and feel of the Inside CDL section of the site reflects that it is part of the CDL site, but it is noticeably different from the Brochure pages. The Inside CDL template is recommended but not required. Some content owners (e.g., OAC, SCP) use their own template, but are still required use the "Inside CDL" banner.

The CDL Logo and other CDL Graphics
{URL for downloadable logos and other CDL graphics} {Show specs: font, size, etc.} {Give guidance on when/how to use}

Document Formats
Our users prefer HTML over other formats because it loads more quickly and is easier to use onscreen. In most cases, there's no need to publish a document in more than one format. Exceptions to HTML: 1. 2. 3. 4. Is document intended for editing (e.g., adaptable text, draft documents)? Choose RTF. Is the document a spreadsheet, where users will want to resort columns? Choose XLS. Is it an official, formal document of record that you don't want changed? Choose PDF. Is the document intended for in-depth reading (more than three pages of dense text)? Choose PDF.

Because of the difficulties in automatically converting RTF documents to HTML, legacy documents have not been converted. If a legacy RTF or PDF document should really be in HTML, ask your content maintainer to convert this document to the HTML template the next time it needs editing.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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CDL Brochure Main Page (CDL Home Page)

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The pages on the CDL Brochure section of the site use the same basic layout as the home page.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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CDL Brochure Second-Level Pages

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Note the how the navigation in the upper left changes to list the third level pages in the ―At a Glance‖ section. The ―At a Glance‖ link is red, indicating the user is on that page. Content maintainers will need to make these changes manually.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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CDL Brochure Third-Level Pages

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Note the how the navigation in the upper left changes again – the ―Overview‖ link is red, indicating the user is on the ―Overview‖ page. Content maintainers will need to make these changes manually.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Inside CDL Main Page

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The Inside CDL main page is one of a kind – it doesn't follow the regular Inside CDL template.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Inside CDL Second-Level Pages

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Within Inside CDL, the navigation pane on the left side does not expand. It displays only the main categories of the Inside CDL section of the site. The second-level pages of the Inside CDL section of the site (/index.html) do not display breadcrumbs. They should include a blue "Contact the CDL" box at the bottom of the page.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Inside CDL Third-Level Pages (and below)

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Within Inside CDL, the navigation pane on the left side does not expand. It displays only the main categories of the Inside CDL section of the site. Third-level pages (and below) should display breadcrumbs.

Templates for non-HTML Pages
The Microsoft Word template for CDL letterhead is available at: G:\Admin Docs\Stationery\CDLletterhead.dot Whenever possible, published PDF and RTF documents should use the standard CDL header and footer. The Microsoft Word template is available at: G:\Admin Docs\Stationery\??? Whenever possible, presentations should use the standard CDL header and footer. The Microsoft PowerPoint template is available at: G:\Admin Docs\Stationery\???
Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Editorial and Style Guidelines
Periodically Review the Accuracy and Currency Of Your Documents
  The quality of your documents reflects on you and on CDL as a whole. At least once a year, review the entire content of all the documents you own to ensure they are accurate and current

Remove the ROT: Redundant, Obsolete or Trivial Content
  Merge redundant items. o If two documents provide similar information, consider merging them. Archive obsolete or "trivial" items. o Server stats show that most LibStaff documents are rarely used. o The easiest way to improve information retrieval is to reduce the size of the information space. Weed liberally and add judiciously; users will be better able to navigate the site. o Archiving documents saves time and resources (no need to convert documents to new template, no need to edit/maintain documents over time). Is the information in this document valuable enough that you're willing to allocate your team's resources to maintain it for public access?

Cater to Readers Who Know Nothing About What You Do
   Rethink your documents. What does a person who is new to UC/CDL—who knows nothing about your work—need to know? How can you better speak to that person? Write process overviews that give a 30,000-foot view of how things work. Avoid jargon. If jargon must be used, define the terms.

You are Responsible for Your Grammar and Spelling
  If proofreading your own documents doesn't work for you, find someone who is willing to proofread your documents. The spell-check in Microsoft Word is decent. If you invest in the process of adding words to your dictionary, this will save you time in the long term.

Converting Microsoft Word 2000 Documents to Our HTML Template Will Remain a Manual Process
 If you are drafting a document that will be converted to HTML, keep formatting to a minimum.

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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This policy will be reconsidered if the large majority of content owners agree to use "Styles".

Appendix: Visual Design of Directory of CDL-Licensed Content and SearchLight

Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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Style Guide: CDL Web Site (including Inside CDL) Document Owner: Steve Toub Last Revised: July 19, 2003 D:\Docstoc\Working\pdf\afcaa091-a580-4687-8609-01d045156e08.doc

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