HUD's Web Publication Procedures and Style Guide

Section 5: Rules About Files

H. Application Files (Internet Only): A system file named application.cfm already exists in the various folders holding the HUD offices' web page files. This system file contains information that enables the web pages for an office to render and function properly. Therefore, you must not name a web page file "application.cfm." You must not move, modify or delete the existing application.cfm system file.

I. File Types:

1. Internet:
   • HUD strives to make its website accessible to the broadest possible audience; thus, only common web formats should be used on HUD's Internet website. Acceptable formats for the Internet site include .jpg, .gif, .pdf, and .txt.
     
     
   • When communicating and sharing files with business partners, the .doc, .xls, .zip, and .exe formats also are acceptable; however, add a link to the free reader, where available.
     
     
2. Intranet: For hud@work, any file type specified for the Internet or any file types supported by standard HUD desktop software are acceptable.
   
   
3. Powerpoint: In general, you should not be posting Powerpoint files. You may consider using a Powerpoint if you want to allow the audience to download it and use it for their own presentations. But even then, consider your audience carefully. Powerpoint files have a number of issues: it is very difficult to ensure that they are accessible, they use proprietary software, and they tend to be very large files for downloading.
   
   The accessibility issues are compelling. The free Powerpoint reader is not accessible, so if the visitor does not have Powerpoint software on his/her computer, he/she will not be able to use the file. If you do post Powerpoint files, you must make them compliant with 508 requirements. That means they must have alt tags on every page, providing both the text and description of the images.
   
   Another factor to consider is that Powerpoint presentations normally are used with a presenter in the room to explain the bullets and charts. When people look at a Powerpoint presentation on the web, they don't have the benefit of that live person to give them the context and meaning of the bullets on the presentation.
   
   
4. If you want to use a file type that is not specified here, contact the Departmental Web Team before using it.

J. Audio And Video Files: HUD's standard media format for audio and video files is Real Media. In some cases, audio files that are 30 seconds or less may use .wav files. HUD's media files are "streamed" from dedicated media servers – not downloaded from the Internet or intranet web servers themselves. Contact HUD's Departmental Web Team if you need to publish rich media to the Internet or intranet.

K. Virus Protection: All executable files (for example, .exe, .bat or .com extensions) must be scanned for viruses using the most recent version of HUD-standard virus-scanning software before being posted to the website.

L. File Size: To keep HUD's websites as accessible as possible, we try to limit the size of each page.

1. Internet: The total size of a web page on HUD's Internet site - including the basic template plus all graphics, pictures, and text - should not exceed 100Kb. The Dreamweaver templates have a base size of approximately 20Kb before any content is added to them, so be sure to factor that number into the total page weight.
2. Intranet: For intranet pages, do not exceed a total page weight - including images, scripts, linked and included files, and dynamic content - of 200 Kbytes.

M. Redirects: When you need to convert an old web page file (from .html to .cfm), move an existing web page file to another address, or delete a file, you may be creating a broken link in the website.

To develop a redirect:

• Check the web map posted in the "Web Management" section on hud@work to find any web pages that link to the page you are about to move or delete.
• Notify the appropriate Web Managers so they can change their links.
• Create the redirect page. As a safeguard against potentially broken links, a copy of the web page file that you need to convert, move or delete remains in production in its current location. However, the code of the file is replaced with a forward script that redirects the user to the new web page (when converting), the new location (when moving) or another web page (when deleting). By creating these redirects with the forward script, you send the users to the appropriate page/location and provide them the opportunity to update their respective bookmarks and links.
• As a rule, a redirect page should be deleted when it's been up 6 months.

N. Aliases: Aliases - shortened URLS - can be very useful when you want to market a particular page on the website or if you find that HUD staff frequently are directing customers to a certain page. For example:

http://www.hud.gov/library/bookshelf11/webclinics/

also can be reached by going to this alias:

http://www.hud.gov/webclinics

The alias is shorter, punchier, and easier to remember.

To establish an alias for a specific web page, the Web Manager must email a request to the Departmental Web Manager for Headquarters Operations, including the following:

• Current URL of the page
• Proposed alias URL
• Date alias is required
• Date alias can expire (if appropriate)

The Departmental Web Team may reserve certain aliases for Secretary, Deputy Secretary, or Public Affairs initiatives.