IT 950 TN01 Required Terms and Notices 2025.pdf

Technical Note: IT-950-TN01 Effective: 9/1/2004 Last Reviewed/Revised: 3/31/2025 Next Review: 3/31/2028

REQUIRED TERMS & NOTICES ON WEBSITES

PURPOSE

This technical note establishes the requirements for Smithsonian Institution (SI) websites, both public and internal-facing, for both standard navigation and for linking to standard SI-required terms & notices.

SCOPE AND APPLICABILITY

This technical note applies to all Smithsonian staff, contractors, and affiliated persons who create, manage, and maintain Smithsonian web page content and HTML-formatted material. It is applicable for all external-facing and many internal-facing SI web sites.

RESPONSIBLE OFFICE(S) OR GROUP(S)

OCIO Web Development Team. Maintains the top-level public web pages as well as internal administrative web pages; ensures that the policies cited below are followed; maintains the official Smithsonian Terms of Use, Privacy Statement, and Vulnerability Disclosure Policy HTML pages as needed in cooperation with the Office of the General Counsel, the Privacy Officer, and the Chief Information Security Officer.

Unit or Office Web Specialist. Responsible for including the links as cited below on web pages they maintain or manage.

DEFINITIONS

Not applicable

POLICY AUTHORITY

Carmen Iannacone, Chief Information Officer (Acting)

POLICY

The following links to specific policy documents or required website navigation elements are required on most SI websites, to provide consistency and access to important information for SI website visitors:

Terms of Use. Defines the ownership of content, allowed usage, copyright and trademark information, and any other related policies to visitors of SI websites. A link to the Terms of Use (https://www.si.edu/termsofuse) must be included on every Smithsonian website.

Privacy Statement. Applies to the online activities of the Institution and on-site interactive activities (websites). A link to the Privacy Statement (https://www.si.edu/privacy) must be included on every SI website, except for those around revenue generating and philanthropic activities, which are specifically addressed in the Smithsonian Privacy Statement for Philanthropic and Revenue Generating Activities.

Technical Note: IT-950-TN01 Required Terms & Notices on Websites

Vulnerability Disclosure Policy. Provides guidelines for conducting vulnerability discovery activities directed to SI’s public facing websites, and instructions for how to submit discovered vulnerabilities to the Office of the Chief Information Officer. A link to the Vulnerability Disclosure Policy (https://www.si.edu/vulnerability-disclosure-policy) must be included on every public-facing SI website.

Public Website Home Page Link. For public websites, every page within the site should link back to the website home page. In addition, the website home page must include a link, labeled “Smithsonian” or “Smithsonian Institution,” that points to the main Smithsonian home page http://www.si.edu.

Internal Website Home Page and Prism Link. For internal use only websites, every page within the site should link back to the website home page. In addition, the website home page must include a link, labeled “Prism,” that points to the Prism home page http://prism.si.edu.

RELATED POLICY AND PROCEDURES

Not applicable

TECHNICAL NOTE CHANGE LOG

Date of Revision Description of Changes

3/31/2025 SME reviewed with no additional changes Updated Policy Authority

6/29/2022 Revised title Redefined responsible offices or groups Added Vulnerability Disclosure Policy requirements Added reference to alternative Privacy Statement for philanthropic and revenue-generating activities Updated to new technical note template

9/1/2004 Initial Release