To Be Categorised
Web & Intranet Co-ordinator
Communications Manager
Head of Corporate Services
01 September 2008
15 May 2013
15 May 2014


Increasing use is being made of the website and intranet for online dissemination of information about NHS Fife and its services.  It is therefore important that all NHS Fife website and intranet content reflects the values of the service by complying with relevant NHS Fife policy and external legislation.

It is expected that all providers of website and intranet content on NHS Fife hosted sites will do so in a legal, ethical and responsible manner and in accordance with this policy.  Sites will be monitored at regular periods to ensure compliance.

The aim of this policy is to ensure that intranet and websites:

  • follow the governance processes of NHS Fife
  • have high standards of design and content
  • use the NHS Fife web content management system

1.1 Definitions

Content management system: A content management system (CMS) supports the creation, management, distribution, publishing, and discovery of corporate information. It covers the complete lifecycle of the pages on your site, from providing simple tools to create the content, through to publishing, and finally to archiving. It also provides the ability to manage the structure of the site, the appearance of the published pages, and the navigation provided to the users.

Web Editor: The staff member responsible for updating sections of the website/intranet through the use of the CMS.  Training will be provided.


This policy is applicable to all staff and contractors working within NHS Fife.



3.1 Web and Intranet Co-ordinator Responsibilities

NHS Fife’s Web and Intranet Co-ordinator is a point of contact for all activities relating to the development of the NHS Fife Intranet and Website.

Reporting to the NHS Fife’s Management, the Web and Intranet Co-ordinator is responsible for planning, coordinating, and overseeing the transition of all new web services within NHS Fife.

3.2 General Staff Responsibilities

Staff wishing to create a new section on the NHS Fife website must complete a request form, authorised by the Head of Service. Request forms are returned to Web Services so that work required and feasible timescales can be indicated.

3.3 Head of Service Responsibilities

The Head of Service is responsible for authorising staff requests to publish information on the intranet or website.  The Head of Services will also release staff for training to use the NHS Fife web content management system and ensure that web responsibilities are in staff job descriptions.

It is the responsibility of the Head of Service to ensure that all content placed on the intranet/website is appropriate and approved.  Obsolete and inaccurate information damages the reputation of NHS Fife. Each Head of Service has a responsibility to ensure that their information is accurate and timely, or to remove it from the NHS Fife intranet and website if it becomes out of date or misleading.

Web pages published on NHS Fife’s intranet and website must not:

  • contain or link to offensive, obscene, defamatory or threatening material;
  • contain material or link to material which endorses or promotes discrimination;
  • contain copyright material;
  • breach confidentiality or privacy legislation;
  • contain information of an essentially personal nature unrelated to the work of NHS Fife

3.4 CHP Web Lead Responsibilities

  • Membership and attendance at meetings of CHP Web leads and, when required, at the Web Services Project Team/Board.
  • Prioritise requests from staff for new content which is CHP-specific to go on the Intranet and/or Website.
  • Overall editorial responsibility for CHP websites.
  • Prioritise and adjust work programme accordingly for Web Services.
  • Enforce this policy.


NHS Fife Web Services is responsible for the development of an intranet and website. This ensures that websites have a standardised look and structure and use the NHS Fife web content management system.

Websites for NHS Fife services and programmes developed by private companies and by individuals and which do not run on an NHS Fife web address will not be allowed or supported by NHS Fife Web Services.

4.1 Requests for websites/additional development of websites

Staff must use a request form (Appendix 1), signed by the requester and their Head of Service.  Request forms go to Web Services so that they can indicate the work required and feasible timescales.

4.2 Training

Web Services provides training in using the NHS Fife web content management system.  Web Services also provide user manuals and guides, including step-by-step guides for adding content to a particular section.  Staff must use a request form (Appendix 2), signed by the requester and their Head of Service.  Request forms go to Web Services.

4.3 Standards

Staff are advised to follow Website Style Guide in providing and writing content for the intranet or website. (see Appendix 2)

4.4 Maintenance

Where feasible, services should have staff available as backup to maintain a website when the editor is absent. When a staff member responsible for maintenance leaves their employment, arrangements for the web site's future maintenance must be made before the staff member leaves. Web Services will not maintain content on websites except in very exceptional circumstances.


This policy must be reviewed annually under the authority of the Web and Intranet Co-ordinator. All associated procedures and processes linked to this policy will be subject to an ongoing development and review programme.

Failure to abide by this policy could lead to breach of the Data Protection Act, Freedom of Information Act and Caldicott recommendations.

It is the responsibility of the line manager to ensure this policy is deployed within their area of responsibility.


Appendix 1: Web Services work request form, checklist and flowchart

Appendix 2: CMS Training Request Form

Appendix 3: Website Style Guide


Data Protection Act 1998

Freedom of Information (Scotland) Act 2002