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					                               WEB SERVICES NAMING POLICY
     Approving Authority:                        Pro-Vice Chancellor (Information Services) for
                                                 Griffith University’s Executive Group
     Approval Date:                              2 March 2005
     Approved Document No:                       2005/0010346
     Review Date:                                2009
     Policy Advisers:                            Anthony Dendle, ext 56440
                                                 Email: A.Dendle@griffith.edu.au
                                                 Chris Walker, ext 57339
                                                 Email: C.Walker@griffith.gu.edu.au and
                                                 Karl Turnbull, ext 56517
                                                 Email: K.Turnbull@griffith.gu.edu.au

Description of the Policy:
Internet or web services enable the transfer of data and information from a server to a web client
application such as a web browser for web sites or an email application that links to a mail server.
Each individual service has an internet address or name which can also be given an “alias” in order to
provide additional meaning or other benefits. Some examples at Griffith University include:
     www.griffith.edu.au for the University’s main web site;
     www2.griffith.edu.au for the University’s Learning@Griffith service; and
     studentemail.griffith.edu.au for the University’s email services for students.

Internet aliases are generally recognised in the form of a URL or CNAME. The complete name can
also include a sub-directory that refers to a specific component of the service. For example:
www.griffith.edu.au/ins or www.griffith.edu.au/ school/gbs/mkt/

This policy supports the branding and overall communications strategies within Griffith University by
setting down standards and processes for the selection and configuration of internet service names
used to publish and access the University’s Web or Internet Services. The policy addresses:
      Service and sub-domain prefixes for the griffith.edu.au domain (and the legacy domain
         gu.edu.au);
      Redirections of service names to alternative addresses; and
      Directory names.

This policy establishes the process for approval of new aliases, service redirections and top level
directories. The policy is intended to remain flexible enough to allow existing and new concepts of
Internet-based services and interactions to be introduced without unnecessary delays.

This policy both complies with and extends the University’s Web Collection Management Policy.

Definitions:
Griffith University’s internet domain consists of all internet services available through the domains
and sub-domains of griffith.edu.au (and gu.edu.au) and of the “Class B” domain of 132.234. Sub-
domains include all prefixes to the .griffith.edu.au domain. For example, www.secure.griffith.edu.au.

The alias given to an internet service helps to identify the service function and makes the name
easier to promote and remember. It also facilitates transfer of the service to different infrastructure
when required.

Top level directories are the file directories found at the top level of a service domain. Top level
directories may have multiple sub-directories each with their own sub-directories. The name of the
directory generally relates to the type of information or service that can be found within that directory.

Service redirections can be configured for the same logical area as the top-level directories but will
redirect the service request either to another sub-directory or to another service on a different web
server. These redirections are controlled by the service administrator. It is also possible to configure
redirections from within sub-directories. Such redirections will either be configured by the service
administrator or by the nominated person responsible for that sub-directory. Like actual top level
directories, the name of the redirection generally relates to the type of information or service that can
be found within the target sub-directory or internet service.
Related Policies, Procedures & Forms:
Schedule 1 – Operational Guidelines & Procedures
Web Collection Management Policy
Schedule 1 – Roles and Responsibilities in Managing Web Content
Schedule 2 – Expiration of Web Records and Content
Policy for Publishing University Web Addresses

Scope Policy

1.0    Scope
       The scope of this policy includes domain names, aliases, top level directories and top level
       web server based redirections for internet services provided for University purposes.

       The requirements of internet service security is also considered in this policy. The security
       policy and subsequent guidelines will at times over-ride the requirements of this policy
       although this policy is meant to be flexible enough to incorporate those requirements when
       they occur.

       Internet services and information repositories each have their own marketing name that may
       be supported by a URL. However, the scope of this policy is only for the supporting alias and
       does not cover any other name for the service such as the actual service title or marketing
       brand. For example, service names like eNABle, Learning@Griffith and Griffith@Anywhere
       are outside the scope of this policy but the alias used by these services is within scope.

       There are some examples of content arising from collaborative ventures in which Griffith is a
       partner. Such examples may be treated as exceptions to this policy where necessary.

2.0    Policy
       2.1       Aliases and URLs
       All Griffith University internet services are assigned an alias within the griffith.edu.au domain.
       Use of this domain is not permitted for non-University internet services. Similarly, non-Griffith
       domain names and service aliases should not resolve to (point to) a Griffith server that serves
       web pages, unless done so as part of:

          an approved hosting service for a collaborative venture in which Griffith is a partner (such
           as a CRC);
          an event or association with which the University is involved (such as a conference); or
          for an external agency (as a commercial event).

       The domain gu.edu.au is not used for new services. Existing services on the legacy
       .gu.edu.au domain should be migrated from gu.edu.au to griffith.edu.au wherever possible.
       Existing services within the gu.edu.au domain remain governed by this and all other relevant
       policy.

       The Division of Information Services manages the Domain Name Service and assignment of
       aliases, top level directories and top level redirections for the University.

       Subdomains of .griffith.edu.au are not used unless required to enhance security.

       Approval of service aliases are subject to availability and are reviewed for appropriateness.
       Names are not approved if they contain personal, geographic or element names or if they
       consist wholly of numbers. Names must not prejudice the reputation or credibility of the
       .griffith.edu.au domain. Trademarks or copyrighted text within names are not allowed.

       The domain name should be less than 20 characters in length. (This character limit refers to
       the name component itself and does not include .griffith.edu.au).

       Plain English aliases are only appropriate for high-use sites which may often be accessed by
       the user entering the URL directly. The alias should be clear, unambiguous and logical to
       remember, and reasonably short without resorting to contractions or acronyms.
Names for testing, staging, development or other instances of a production internet service
should include the production name with a suffix that indicates the purpose of the non-
production instance. If necessary, a numeral should also be included to indicate that multiple
instances exist. For example:
        First test instance of internet service          www2-test.griffith.edu.au
        Second test instance of internet service         www2-test2.griffith.edu.au
        Reference instance of internet service           www2-ref.griffith.edu.au
        Development instance of internet service         www2-dev.griffith.edu.au
        Staging instance of internet service             www2-stage.griffith.edu.au

2.2     Top Level Directories
Top level directories should be created either to contain a group of related subdirectories or to
contain the definitive and complete collection of the subject information, where that information
cannot be placed within an existing top level directory. Top level directories should not be
created for sites which can be logically contained within the existing top-level directory
structure or where a redirection to another location is more appropriate. They should have
concise and clear names, avoiding unnecessary contractions/abbreviations.

2.3       Internet Service Redirections
Redirections are approved where there is a clear and demonstrable requirement for the target
site to have a shorter/clearer URL that insufficient to justify the cost overhead of creating,
tracking and maintaining the redirection.

The redirection must be clear, unambiguous and apply only to the specific target of the
redirection. Reasonable forward planning considerations should be applied to evaluate the
possibility of a term becoming more broadly used in future. Potentially generic names may be
allocated to sufficiently high-profile elements/events, should they be the definitive instance of
that term for the University (eg. "/openday").

Where the redirection relates to an instance-specific subject (such as an event or project),
then the redirection should be suffixed with the relevant year (four-digit format), for example
"/event2004.

2.4     Registering Aliases, Top Level Directories and Redirections
Requests for aliases, top level directories and redirections should be lodged using the
appropriate mechanism, as set out in the procedures in Schedule 1 that accompanies this
policy.

				
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