Rescinded [2015-06-30] - Guideline to Acceptable Use of Internal Wikis and Blogs Within the Government of Canada

Much popular blog and wiki software is free and open source software (FOSS). Departments considering acquiring and installing FOSS are advised to consult with their departmental head of IT on the acquisition and use of FOSS.

Note that active participation in contributing any software development or in distributing changes to FOSS outside of the federal Crown can put the Crown at risk of litigation and is therefore not recommended.

A working group under the auspices of the Chief Information Officers Council (CIOC) is currently developing a Government of Canada position on the acquisition of FOSS in the context of Web 2.0 technologies.

Departments are encouraged to investigate the availability and appropriateness of using a shared wiki service offered by the Information Technology Services Branch of Public Works and Government Services Canada rather than installing their own. The advantages of this approach include the following:

• it reaches a much broader wiki or blog audience and more horizontal communities than a department-only initiative; and

• it meets the requirements of the Policy on Management of Information Technology to ensure that common or shared IT assets and services are used in departments to avoid duplication, when such assets and services are available and appropriate.

Departments are advised that copyright considerations need to be respected not only with respect to the content produced on blogs and wikis but also to the software that enables it. As detailed in the Communications Policy of the Government of Canada, Policy Requirements, under Copyright and Licensing, "Institutions must comply with the Copyright Act and ensure that the ownership rights associated with works subject to copyright are fully respected in all media applications."

All information posted to blogs and wikis is subject to the provisions of the access to information Act and the Privacy Act. It is recommended that departments ensure that their wikis and blogs contain appropriate notices that advise contributors in that regard. The department's ATIP office can be consulted for assistance. The business leader (or owner) of the wiki or blog would normally work with the departmental ATIP coordinator to respond to any access to information requests.

The Common Look and Feel Standards for the Internet (CLF 2.0) does not apply to Web-enabled applications or websites that are only available to internal Government of Canada users; it is considered, however, a best practice to use CLF rules as much as possible when implementing collaborative tools such as wikis and blogs.

The Federal Identity Program (FIP) and the Communications Policy of the Government of Canada apply to wikis and blogs. Departments are advised that these policies require that the institution's official FIP symbols be displayed in a manner consistent with the positioning required by CLF. The signature of the Government of Canada (or that of the department or agency) and the "Canada" wordmark are to be displayed in the top left and top right positions respectively on each page.

The Policy on the Duty to Accommodate Persons with Disabilities in the Federal Public Service enables an inclusive, barrier-free environment in the federal Public Service to ensure the full participation of persons with disabilities. This policy is consistent with various legal principles and existing legislation such as Canadian Charter of Rights and Freedoms, Canadian Human Rights Act and the Employment Equity Act.

For best practices on implementing the above mentioned policy, please refer to Common Look and Feel Standards for the Internet, Part 2: Standard on the Accessibility, Interoperability and Usability of Web Sites. Key accessibility features include the use of XHTML, scalable fonts, cascading style sheets, and text indicating the format and size of uploaded documents. Screen reader support can be provided by using text equivalents for non-textual elements (such as images) with <ALT> tags and by avoiding the use of colour alone to convey special information.

Requirements in Part 2 of the Common Look and Feel Standard referenced above can be met by implementing accessible skins (templates), ensuring that the wiki or blog software is accessible, enabling users to generate accessible content, and monitoring and correcting any accessibility issues with user-generated content.

• Accessible skins (templates): Most wiki and blog software packages provide the ability to customize the interface through the use of skins to ensure consistent navigation, layout, and design. Providing accessible skins for all wiki and blog implementations can have a significant effect on the level of accessibility of each wiki and blog page. Skins based on the CLF 2.0 template can help to ensure a consistent navigation experience and take advantage of accessible features that have already been implemented on many Government of Canada websites.

• Accessible wiki or blog software: Most wiki and blog software packages have built-in specialized pages (such as edit and preferences pages) that may not be accessible. Departments are advised to ensure that they either procure software that is accessible or takes steps to assure accessibility.

• Enabling users to generate accessible content: Most contributors will have very limited knowledge related to developing accessible content. Although posting plain, unformatted text will rarely introduce accessibility issues, it can be difficult for contributors to make specialized content accessible. Examples of specialized content include data tables, images, links, and multimedia. It is recommended that tools and guidance documents be provided to assist users in creating accessible content.

• Monitoring and correcting any accessibility issues with user-generated content: In many cases, tools and guidance documents alone are not sufficient for ensuring that contributors are generating accessible content. Monitoring can help wiki and blog users with administrative privileges detect and correct accessibility issues in user-generated content. Some accessibility checks can be automated through the use of accessibility validation tools, but other accessibility checks can be more subjective and are best performed manually.

Government of Canada blogs and wikis are considered regularly and widely used work instruments and part of work environments. Departments are therefore advised that the policy requirements relating to regions designated as bilingual for language-of-work purposes apply as stated in the Treasury Board Policy on Language of Work, Directive on the Use of Official Languages in Electronic Communications, and Directive on the Use of Official Languages on Web Sites.

In regions designated bilingual for language-of-work purposes, blogs and wikis are considered bilingual work instruments. Departments would need to provide blog and wiki interfaces in both official languages and permit any user to choose their preferred official language to be compliant with official languages requirements. Users are encouraged to add information in the official language of their choice.

In certain circumstances, such as a controlled access site, blogs and wikis may be in one official language. Guidance on this is provided in theDirective on the Use of Official Languages on Web Sites.

Blogs or wikis are not required to be bilingual when used exclusively by employees who are located in a region designated as unilingual for language-of-work purposes. The language of use is the language that predominates in that region. In the case where the department determines that bilingual blogs and wikis are required, the following terms and conditions are suggested:

Bilingual blogs

• The department posts the initial blog in both official languages.

• The department posts a notice on the blog indicating the terms of reference regarding the use of official languages.

• Users can respond to any post, or any reply to any post, in the official language of their choice.

• The department ensures that its response to a post is in the official language in which the post was received.

• The department advises users that the responses or replies displayed are in the language in which they were received.

• If a department decides to provide summaries of the blog, it ensures that the summaries are posted in both official languages simultaneously and are of equal quality.

Bilingual wikis

• All official wiki best practices pages, navigation, and official departmental positions are available in both official languages simultaneously and are of equal quality.

• The department posts a notice on the wiki indicating the terms of reference regarding the use of both official languages.

• Pages in development

  1. The department can decide to make them available in either one or both official languages.
  2. When users are asked to edit pages, they can do so in their preferred official language.
  3. Once the content is finalized and approved it is bilingual, or a link to the final document where there are English and French versions is provided. Both versions are posted simultaneously and are of equal quality. The appropriate links are established between the English and French versions. The department ensures that the document is posted in both official languages.
  4. When the content does not reach a final version but changes continually, the department determines at which point the content should be made available in both official languages.
• Discussion pages
  1. Discussion pages are made available in both official languages.
  2. Users contribute in their preferred official language.
  3. If a department decides to provide summaries, the summaries are posted in both official languages simultaneously and are of equal quality.

It is recommended that departments review the requirements in the Government Security Policy so that information posted to an internal wiki or blog is protected with controls commensurate with the protected or classified nature of that information. The policy further indicates that classified information can only reside on a wiki or blog that is situated within a classified network and that is limited to individuals that have a need to know.

Departmental heads of communications are responsible for internal communications and have an oversight role on Web content. In this regard it is recommended that departments inform their heads of communications of projects involving wikis and blogs. The departmental communications strategist(s) or advisor(s) can provide advice and guidance where there is any uncertainty about the nature or appropriateness of intended contributions or discussions on wikis and blogs. For further information see the Communications Policy of the Government of Canada.

Blogs and wikis are essentially electronic repositories of information in collaborative environments. It is recommended that wiki and blog governance be clear, succinct, and well communicated so that participants may be made aware of how decisions are made regarding changes to content.

Departments are advised to ensure that contributors are informed of the implications of posting information on a departmental blog or wiki. Departments may choose to have users accept a terms of use agreement that governs the wiki or blog before access is granted or, alternatively, may choose to post appropriate notices on the wiki or blog.

It is suggested that departments ensure that users are:

1. informed of their responsibilities depending on their roles (e.g., blog owners, authors, contributors, community leads, or users that only view content);
2. informed that content will be monitored and by whom it will be monitored;
3. aware that all information posted on wikis and blogs is subject to the Access to Information Act and the Privacy Act;
4. advised that their content can and may be modified (i.e., deleted, edited, or added to) by the department or other users;
5. informed of their obligations with respect to appropriate behaviour and content;
6. encouraged to work in the official language of their choice; and
7. registered and have a valid Government of Canada email account to ensure that all contributions (i.e., content or material on discussion pages) are attributable.

Participants are advised that the Treasury Board Policy on the Use of Electronic Networks states that Government of Canada electronic networks are to be used by authorized individuals to responsibly carry out the business of government.

Unlawful use means activities that could bring sanctions of different kinds in a court of law. These activities may be criminal in nature or violations of regulatory statutes or may result in civil action lawsuits of the authorized user, the department, or both. Unacceptable use means activities that violate Treasury Board policies, such as the Government Security Policy, as well as theValues and Ethics Code for the Public Service or the Criminal Code.

For further information see the Policy on the Use of Electronic Networks, whichcommunicates the Government of Canada's expectations of acceptable use and provides information and examples of unacceptable or unlawful activity.

All information posted to blogs and wikis is subject to the provisions of the Access to Information Act and the Privacy Act. It is recommended that contributors be made aware of the implications of posting information on a departmental blog or wiki. See also Section 4.7, "Information Security," for details on posting classified or protected information.

It is suggested that personal information not be posted on a departmental blog or wiki. Personal information includes résumés, educational credentials, home addresses, personal identifiers, and photographs.

The Privacy Act, however,states that certain types of personal information are excluded from the definition for purposes of use and disclosure and therefore need not be protected. This means that these types of personal information may be posted on a departmental wiki or blog. These types of information include the following:

• information about an individual who is or was an officer or employee of a government institution that relates to the position or functions of the individual, including the following:

  • the fact that the individual is or was an officer or employee of the government institution;
  • the title, business address, and telephone number of the individual;
  • the classification, salary range, and responsibilities of the position held by the individual;
  • the name of the individual on a document prepared by the individual in the course of employment; and
  • the personal opinions or views of the individual given in the course of employment; and

• information about an individual who is or was performing services under contract for a government institution that relates to the services performed, including the terms of the contract, the name of the individual, and the opinions or views of the individual given in the course of the performance of those services.

Wiki contributors may post non-protected personal information to the user page associated with their wiki user account; it is suggested, however, that such information be relevant to the business of the Government of Canada. Personal information that may be relevant includes departmental subject matter areas of expertise and work coordinates (including email address and government-issued telephone and cell phone number).

The departmental ATIP coordinator can provide clarification and additional information.

Personal opinions that relate to the position and functions of the individual as an employee or of the individual in the performance of services under contract with the federal government and that would have normally been expressed in the course of their duties may be expressed on wikis and blogs.

The Policy on the Use of Electronic Networks states that the posting of personal Web pages on Government of Canada resources is not permitted. It adds, however, that authorized users may use specifically designated Government of Canada resources to post personal information, provided such information is relevant to the business of the department and is in compliance with all other aspects of the policy.

Wiki contributors may also post their personal opinion about the content of a particular wiki article. It is suggested, however, that the information be posted to the discussion page associated with the wiki article and not to the article itself. The opinion expressed should be one that the individual would have normally expressed in the course of fulfilling his or her duties as a public service employee or as a person performing services under contract with the federal government. In expressing personal opinions, individuals are advised to be respectful of other wiki contributors and of their contributions. Acceptable use of wikis and blogs is consistent with the requirements and expectations contained in the Values and Ethics Code for the Public Service and the Policy on the Use of Electronic Networks.

As detailed in Section 28 of the Communications Policy of the Government of Canada, "Copyright and Licensing, institutions must comply with the Copyright Act and ensure that the ownership rights associated with works subject to copyright are fully respected in all media applications. This includes ensuring that no copyright material is posted on a wiki or blog without the express permission of the owner.

All contributions made on a wiki or blog are provided freely and are therefore available for use by the Crown and its employees. Intellectual property rights for all content created on a blog or wiki by public service employees reside with the Crown. Intellectual property rights for consultants are as specified in the consultant's contract with the Crown. Ownership of the overall wiki or blog resides with the Crown. If in doubt, consult your departmental contracting authority. For more information see the Copyright Act.

Users are advised that the Government Security Policy indicates that classified information is not to be posted on a blog or wiki. It specifies that information posted to an internal wiki or blog must be protected with controls commensurate with the protected or classified nature of that information. The policy further indicates that classified information can only reside on a wiki or blog that is situated within a classified network and that is limited to individuals that have a need to know.

Blog and wiki users are encouraged to contribute in their language of choice.

A blog or wiki is not required to be bilingual when used exclusively by employees who are located in a region designated as unilingual for language-of-work purposes. The language of use would be the language that predominates in that region.

For wiki users who take on the role of a community or topic area leader, Section 3.7 of this guideline, "Official languages", provides additional guidance (such as determining when to provide bilingual pages).

Recognizing the value of information and managing it well is pivotal to our success as individual employees and as an organization. Documents provide an important record of the circulation of information, the actions taken, the decisions made, and the reasons for all of these, allowing for transparency and accountability.

Blogs and wikis do not have records management retention and disposition specifications. Page (article or document) ownership can become unclear when several people on a wiki make changes to the content of a page. For most business purposes, documents (or pages) must come to official or final stages, possibly for formal or more extensive consultation or to be used as an authoritative version. It is recommended that the content author take responsibility for the retention and disposition decisions and processes: this may be as simple as moving finished content to another document form and maintaining the official record in a records management repository, such as the Records, Document and Information Management System (RDIMS). For additional information, see the Policy on Information Management.

The content posted to a wiki or a blog should not introduce accessibility issues. Although posting plain unformatted text will rarely introduce accessibility issues, posting specialized content, such as data tables, images, links, or multimedia, significantly increases the risk of introducing accessibility issues. For additional information see the Common Look and Feel Standards for the Internet, Part 2: Standard on the Accessibility, Interoperability and Usability of Web Sites.

Departmental heads of communications are responsible for internal communications and have an oversight role on Web content. In this regard it is recommended that departments inform their head of communications of projects involving wikis and blogs. The departmental communications strategist(s) or advisor(s) can provide advice and guidance when there is any uncertainty on the nature or appropriateness of intended contributions or discussions on wikis and blogs. For further information, see the Communications Policy of the Government of Canada.

This document will be reviewed and updated by March 31, 2010. It will be subsequently updated on an annual basis.

Please direct any enquiries or comments about this guideline to:

Chief Information Officer
Chief Information Officer Branch
Treasury Board of Canada Secretariat
2745 Iris Street
Ottawa ON K1A 0R5
Telephone: 613-957-7070
Fax: 613-952-8536