Briefly explain about Benefits of publishing data on the Internet

Although publishing documentation on the Internet initially seems to be little different to publishing in any other medium, there are a number of special considerations that need to be borne in mind. There are almost as many permutations of monitor resolution, colour rendering, browser types, operating systems and user ability, as there are websites. Website Managers will have to consider many capabilities and standards to ensure that data is available to the widest audience.

Information access

A well designed website offers users a broader range of information than is available to them through conventional media, when they want it and in a form they can use.

To achieve this, the website should make use of the number of ways the web helps users find the documents they are looking for such as search engines, menus, navigational aids, indices and links between documents. Web navigation should also help users find the information they want within the document.

Some information such as menu pages and document summaries will have to be written specifically to be quickly scanned and understood.

It may be appropriate to make documentation available in a variety of differing formats. For example, some users may find it easier to download and print an entire document in Portable Document Format (PDF) and read it offline, whilst other may prefer to read it in online and on -screen in the form of a sequence of HTML pages.

Accurate and up-to-date

The web is easier to update or correct than print. Documents contained on the website can be a point of reference for both the public and your staff. Some departments provide a copy of their website on their intranet to facilitate this. A ‘What’s New’ section should be included and constantly updated so that users have a constant and familiar route to new and updated information.

To achieve accuracy, the maintenance of documents after publication should be planned and resourced. Each document should adhere to the site template and all data should be formatted in a consistent way. Particular care should be paid to the Cascading Style Sheet, which may be used to control the formatting of the website.

Savings on print and distribution costs

Publishing data on the website should save on the printing, distribution and storing of printed documents and the wastage caused by overestimated print runs. Only the one copy needs to be maintained; as soon as a changed version is published it is available to everyone.

In order to achieve this publication in print and on the web should be part of one carefully planned publication process. This process should be audited regularly to ensure it is efficient.

Website maintenance and archiving

Web documents can also be a reliable source of older documents, developing into a useful archive.

This will be achieved if archived documents are given a stable URL and are clearly marked as being archived. It is important that electronic master copies of each document published on the website are kept. This not only makes the creation of new versions in other formats easy; it also maintains an archive version for historical purposes.

Providing the call to action

A good publicity campaign issues a call for action - something the user is expected to do. A campaign website can give the user the chance to quickly and simply carry out that action, whether it is to set up an appointment, order more information, or enter the recruitment process for a public sector job.

Opening up consultation

Government makes policies and needs to collect informed views from organisations and individuals. The web can provide this opportunity and provide another channel for the distribution of the background documents that people need in order to contribute to the debate.

Interactivity

The Web can speed up the process of individuals getting the answers they need. Websites could be used to direct enquiries to the right place in the organisation to get an answer. Email can speed up the process of responding to them.

Adapting to user needs quickly

Feedback and access statistics can tell web managers which pages are popular and which pages need further development. They can help identify gaps in information or services. A well-managed website will respond to user needs and use the flexibility of the web to revise the website.

Building individual relations with the citizen

Web technology provides a way for users to register interests and receive automatic updates of news and developments in the areas that interest them. Website content can be personalised to meet their interests and concerns, or provide local or national versions of information that are relevant to them.

Saving costs on services

Properly supported by business plans and backend systems, the web can be used to improve services and reduce the cost of providing them.