• Home
• About this Site
• Contact Us
• RSS Feeds
• eGovRC Toolbar

Help & Print

Help Print

Resize Text

Categories, RSS and More

Guideline: Developing and Managing an Information Architecture

Replaced by Developing and managing an information architecture - Whole of Victorian Government ICT Guideline issued 29 November 2010.

Supporting: Information Architecture/Classification standard (WEB/STD/08)

Version: 2.0

Release Date: 30 November 2007

1. Summary

This is the key guideline supporting the Information Architecture/Classification Standard WEB/STD/08.

The standard prescribes the development of an Information Architecture Plan (IA Plan) and a schedule for updating the plan.

The IA Plan is the second in a series of key documents which should be available to Website Management Taskforces describing the websites within their portfolio. The first of these documents is the Website Business Case.

This guideline describes the context for website information architecture development and management. It aims to:

• inform the preparation of the IA Plan
• assist website owners to implement and comply with the Website Management Framework (WMF) standards.

The guideline should be read before looking at the Information Architecture Plan Template. The IA Plan Template incorporates the schedule for updating the website information architecture.

Submission of a completed Information Architecture Plan will satisfy the compliance requirement for the Information Architecture/Classification standard.

2. Rationale

Information architecture (IA) supports the user discovery experience by enabling users to find information and accomplish tasks effectively and efficiently. IA brings together tools and design that provide multiple pathways (especially search and browse) to information whilst retaining an understanding of the context and purpose for the information being accessed.

IA is the organising of a website’s structure and content by:

• labeling and categorising information
• designing navigation and search systems.

IA incorporates:

• discovery methods that are available to internal and external users of the site: search and browse; search engine optimisation and portal integration
• the presentation, labeling and format of content on the website.
• the way in which information is categorized and described: metadata cataloguing and classification tools such as thesaurus, keyword lists, controlled vocabulary lists; information pathways; browse taxonomies, quick links, site indexes
• underpinning business and data rules which support the discovery and delivery of information: AGLS Victoria metadata profile and cataloguing standards and department or agency specific metadata requirements.

The IA Plan is:

• primarily aimed at improving website information architecture and the discovery experience for users
• a ‘living document’ designed to provide ongoing value to web managers and business owners
• intended to assist web managers to capture information about their website information architecture and to use this information to plan, manage and further develop their websites in line with audience needs.

3. Key points

3.1 Overview

The IA Plan is first and foremost a management tool for web managers and the Website Management Taskforce. It identifies the major components of the information architecture design, management, maintenance and review process. It also provides the opportunity to highlight areas that require further analysis or improvement and to document anticipated actions.

Completion will satisfy standards compliance requirements. Refer to section 4.1.2 for further details.

The documents titled Support Resources provide assistance on specific areas of the IA Plan. (1)

3.2 When is an Information Architecture Plan required?

All new and existing websites, including those undergoing a redevelopment process, must have an IA Plan. The IA Plan is to be submitted to the Government Services Group (GSG) annually.

For existing sites that do not currently have a business case, the IA Plan should align with project documents such as project briefs that were used to initiate and guide the initial development of the website.

3.3 Developing an Information Architecture Plan

3.3.1 Who should complete the Information Architecture Plan?

Development and management of the IA Plan will usually be undertaken by more than one person with the exception perhaps of those departments or agencies which have a dedicated Information Architect. The roles that may contribute to the IA Plan include:

• Business owner
• Information management specialist
• Website manager
• Website technical specialist or website team
• External contractor/s
• Communications advisors within the department or agency
• Targeted support to increase understanding, knowledge and skills in the information architecture field will be provided but departments and agencies should also see this as an internal priority.

3.3.2 What is the process for developing a website information architecture?

The process for developing the information architecture of a website is outlined in the diagram below.

The content of the IA Plan corresponds to the phases of the process, so looking at the IA Plan Template will provide a good idea of what is involved.

The phases also align with the usual project phases for the development of a new website or the re-development of an existing website.

For a detailed review of process considerations, please refer to the Information Architecture Development Model in the Support Resources.

3.4 The Information Architecture Plan template

The Information Architecture Plan Template is used to prepare the IA Plan. The IA Plan Template contains advice and "help" information in blue text to assist in the preparation of the plan. This information should be removed when the plan is completed and when submitting the plan to the Government Services Group (GSG).

3.5 How detailed should this plan be?

The detail and comprehensiveness of the IA Plan will be a business decision undertaken by the WMT or other senior business management. The factors which influence this decision include:

• Scope and depth of the website (new or existing) and the information and services presented on the website
• Range of audiences that the website should address
• Business risk to the organisation related to the website
• Business investment in the website (2)
• A detailed and comprehensive IA Plans is expected for large corporate sites.
• Smaller or less complex sites with lower levels of risk or investment should complete a less detailed IA Plan. They should refer to whole of Department or Agency processes, documents and tools and may use informal, low cost techniques to inform the information architecture plan.

3.6 How will the Information Architecture Plan be used?

3.6.1 Business owners and website managers

Business owners/website managers should use the IA Plan Template to record, monitor and manage the information architecture of a website from a strategic and operational perspective. The plan should provide an accurate picture of the objectives, audiences, audience needs, content, services and change management and improvement process associated with a website operation. The plan will also map the related documents that are used on a day-to-day basis to manage the website’s information architecture.

3.6.2 Website Management Taskforces

Website Management Taskforces should use the IA Plans of their portfolio websites to develop a comprehensive picture of audiences and their needs, content being delivered, navigation and discovery approaches and management processes employed across the websites within the portfolio. This will enable them to:

• assess websites and their operation in terms in initial and current organisational priorities
• ensure that content and services are aligned and complement one another
• reduce duplication of content or services
• apply consistent discovery approaches across the websites within the portfolio
• identify and address content and service gaps and opportunities
• ensure that online communication is aligned with other communication channels such as call centres, print publishing and shop fronts
• leverage investment in innovative practice, document preparation, tool and technology development across the portfolio.

3.6.3 Government Services Group

IA Plans are to be submitted annually to the Government Services Group. Each plan will reflect the status of the website information architecture at the time of submission.

The fundamental intention of the IA Plan is to improve the quality of information architecture across government websites, therefore when an IA Plan is submitted it should include reference to areas of planned improvement or partially completed development.

The Government Services Group will use the submitted IA Plans to:

• identify opportunities for cross department initiatives such as professional development for staff, development of whole of government tools or technical support and research into changing information and service needs of citizens
• monitor the quality and planned improvements in information architecture across government websites
• satisfy compliance requirements of the Information Architecture/Classification Standard.

3.7 Managing an Information Architecture Plan

The process of documenting and reviewing website information architecture recognises that the information needs of users, the methods they use to discover information and the intent of a website may change over time.

Testing and gathering business intelligence to inform minor changes and prioritise major changes also occurs throughout the life of a website information architecture.

These processes are an essential part of effective information architecture management.

The IA Plan Template includes a Change Management Schedule for communicating the approach you are taking to IA maintenance and updating.

4. References

4.1 Governing Standard

4.1.1 Name of Standard

Information Architecture /Classification Standard WEB/STD/08

4.1.2 Governing requirement

"Departments/Agencies must develop and maintain a documented Information Architecture Plan that describes and justifies the information architecture for each of the websites within the portfolio or the portfolio as a whole. Departments/Agencies must have a schedule that demonstrates how they will update the information architecture to reflect site changes."

4.1.3 Related resources

Information Architecture Usability Testing

Website User Interaction Model

Instructional material which demonstratives how business intelligence and site statistics may be used to enhance the information architecture (To be developed)

4.2 Related Standards

Discoverability WEB/STD/01

Accessibility WEB/STD/05

Consistent User Elements WEB/STD/06

Minimum Information Provision WEB/STD/09

This guideline should be considered in light of the structure and placement of ancillary navigation on the page as described in the Consistent User Elements Standard and the Minimum Information Provision Standard.

Further Information

Website Management Framework
Government Services Group
Department of Treasury and Finance
Phone: 61 3 9651 5656
Email: administration@egov.vic.gov.au

---

Footnotes

(1) See Support Resources: IA Document Suite to see the relationship between the IA Standard, Guidelines, Information Architecture Plan Template and the Support Resources

(2) Business investment components include staff, technology, time, financial investment

Last updated: 6 December 2007

Search, Login and Options