Deleting websites procedure

Intent

This procedure provides clear direction on deleting RMIT-hosted websites and non-RMIT hosted websites, with different methods in place for authorised and unauthorised websites.

Scope

RMIT staff members who manage, maintain or monitor both RMIT-hosted and non-RMIT hosted websites.

Exclusions

This procedure does not apply to:

  • courseware, including scholarly work and learning and teaching materials
  • websites that have no relationship to RMIT (e.g., personal or private websites)

Procedure steps and actions

Timeline

All actions take place as a consequence of Digital and Customer Experience Strategy discovering an unauthorised website may need to be deleted.

Authorised RMIT-hosted websites

Procedure (including Key Points)

Responsibility

1. Review

Digital and Customer Experience Strategy determines whether official websites may need to be deleted, based on whether a website:

1.1 Has reached end of life.

1.2 Is listed on the Authorised Websites Register

1.3 Is in breach of policy, including:

1.3.1 Brand (Visual Identity) Policy

1.3.2 Web Content Policy

1.3.3 Web Accessibility Policy

1.3.4 UX Policy

1.3.5 Copyright Policy

1.3.6 Mobile Channel Policy


Digital and Customer Experience Strategy


Ongoing

2. Advise

If a website has been flagged for deletion, Digital and Customer Experience Strategy contacts the Content Owner to discuss one of the following actions:

2.1 Integration (e.g. move content onto the main website)

2.2 Remediation (e.g. branding, accessibility and web standards)

2.3 Deletion.


Digital and Customer Experience Strategy


Ongoing

3. Plan

Digital and Customer Experience Strategy will collaborate with the content owner to agree on and plan one of the following actions:

3.1 Integration

Both parties must agree on an integration plan (which could include a migration plan, re-design and accessibility improvements) and should define how the website’s content and design will be brought into alignment with RMIT’s main website. This will also require resource allocation and training.

3.2 Remediation

Digital and Customer Experience Strategy will advise on remediation priorities and the content owner must develop a remediation plan.

3.3 Deletion

Refer to section 4 below.


Digital and Customer Experience Strategy

Content Owner


Ongoing

4. Delete

4.1 Archive content

The content owner archives web content as needed. Refer to the Deleting and Archiving Web Content Procedure.

4.2 Delete website

Digital and Customer Experience Strategy

Content Owner

Digital and Customer Experience Strategy


Ongoing

Authorised non-RMIT hosted websites

Procedure (including Key Points)

Responsibility

Timeline

1. Review

Digital and Customer Experience Strategy determines whether official websites may need to be deleted, based on whether a website:

1.1 Has reached end of life.

1.2 Is in breach of policy, including:

1.2.1 Brand (Visual Identity) Policy

1.2.2 Web Content Policy

1.2.3 Web Accessibility Policy

1.2.4 UX Policy

1.2.5 Copyright Policy

1.2.6 Social Media Policy

1.2.7 Mobile Channel Policy


Digital and Customer Experience Strategy


Ongoing

2. Advise

If a website has been flagged for deletion, Digital and Customer Experience Strategy contacts the Content Owner to agree on one of the following actions:

2.1 Integration (e.g. move content onto the main website)

2.2 Remediation (e.g. branding, accessibility and web standards)

2.3 Deletion.

If the website owner does not agree to Digital and Customer Experience Strategy’s request for action, Digital and Customer Experience Strategy contacts RMIT Legal Services with supporting information to take further action.


Digital and Customer Experience Strategy


Ongoing

3. Plan

Digital and Customer Experience Strategy will collaborate with the Content Owner to agree on and plan one of following actions. For social media websites, refer also to the Deleting and Archiving of Social Media Content Procedure.

3.1 IntegrationBoth parties must agree on an integration plan (which could include a migration plan, re-design and accessibility improvements) and should define how the website’s content and design will be brought into alignment with RMIT’s main website. This will also require resource allocation and training.

3.2 Remediation

Digital and Customer Experience Strategy will advise on remediation priorities and the website owner must develop a remediation plan.

3.3 Deletion

Refer to section 4 below.

3.4 Legal advice

Where required, RMIT Legal Services may be engaged to do any of the following:

3.4.1 contact the website owner

3.4.2 request the Internet Service Provider (ISP) for the website or Internet Corporation for Assigned Names and Numbers (ICANN) to delete the website

Digital and Customer Experience Strategy documents and archives all correspondence.


Digital and Customer Experience Strategy




Content Owner









Legal Services


Ongoing

4. Delete

4.1 Archive content

The website owner archives web content as needed. Refer to the Deleting and Archiving Web Content Procedure. For social media websites, refer also to the Deleting and Archiving of Social Media Content Procedure.

4.2 Delete website

Digital and Customer Experience Strategy

Content Owner


Technical Owner


Ongoing

Unauthorised websites

Procedure (including Key Points)

Responsibility

Timeline

1 Review

1.1 Digital and Customer Experience Strategy determines that a website needs to be deleted if it does not exist on the Authorised Websites Register and fulfils any of the following criteria:

  • uses RMIT branding
  • represents itself as an RMIT entity
  • uses “RMIT” in its URL

It is in breach of RMIT Code of Conduct or RMIT Acceptable Use of Information and Communications Technology Resources Policy.


Digital and Customer Experience Strategy


Ongoing

2. Advise

Digital and Customer Experience Strategy contacts the website owner to request either:

  • Amendment to remove RMIT references or branding
  • Transfer website ownership to RMIT
  • Change to the URL to remove RMIT
  • Delete the website.

If the website owner does not agree to Digital and Customer Experience Strategy’s request for action, Digital and Customer Experience Strategy contacts RMIT Legal Services with supporting information to take further action.

RMIT Legal Services may do any of the following:

  • contact the website owner
  • make request of ISP to delete the website
  • make request of ICANN to delete the website

Digital and Customer Experience Strategy documents and archives all correspondence.


Digital and Customer Experience Strategy







Legal Services


Ongoing

3. Monitor

Digital and Customer Experience Strategy monitors the progress of agreed actions to ensure resolution.


Digital and Customer Experience Strategy


Ongoing

[Next: Supporting documents and information]