Technical Issues: What You Should Know

May 2001

Posting a document in HTML or PDF: Things to consider.

Using HTML

• HTML is a quick and efficient way to post a document on the Web immediately, and it is easily accessible by the user.
• HTML is a structural language and not meant to be used in the same way as a word processor or desktop publishing program; as a result, layout may differ depending on the computer monitor and browsers.
• There are several copyright laws that make authors uneasy about having their work posted in HTML. It is easy for people to copy and paste work without crediting.
• Links should be limited, as too many links can slow down the process.

Using PDF

• PDF (Portable Document Format) allows documents to be posted exactly as they were created in the original application, including fonts and original layout.
• Users must have installed the Adobe Acrobat Reader browser (this is free of charge, and if your Web site uses PDF you should link to a site where users can download Acrobat if they do not all ready have it).
• There is a lock option in the program that may be enabled to prevent users from copying and pasting text from a PDF file.
• PDF documents can become large if graphics are included (2MB or more), and sometimes require a long time to download (although some have found ways around this problem by saving the document in lower resolution or compressing images).
• To convert files into PDF usually requires Acrobat writer software, which can be costly if the organization has limited resources. However, there are less-expensive alternatives for creating PDF files: free programs, shareware and commercial software, and even a subscription service software and Web sites that let you convert text, PostScript files and other documents into PDF format.

Dynamic versus a static Web site

The core of this decision lies in the objective of the Web site. If the Web site is used primarily as a mouthpiece for your organization, presenting the current activities or posting a catalogue of publications, then a static Web site fulfills that objective. A static Web site is simply straight HTML pages, that provides users with information about the organization. It is not dynamic in the sense that users cannot search or make online purchases.

The primary tool that makes a Web site dynamic is the use of databases. Below are some benefits and obstacles to database use:

• Databases allow you to build online researcher and institute profiles, libraries and searchable documents. This can be done through dynamic publishing that provides content for a page based upon a request that is made, either through a specific search or by some other means that can vary the contents of the resulting page.
• A catalogue is a great example of dynamic publishing. Instead of having to build a separate static HTML page with every document or every product, you create one template with links to a database of product information—indicating where each piece of data is supposed to appear on the template when a user requests product information, and you could filter each product through a single template.
• Other uses for the database include data storage and analysis.
• The biggest advantage to storing your information in a database is that it can be used for more than just the Web site. The same information can be used to build paper catalogues, CD-ROM demo disks, and marketing materials. If your organization runs workshops or conferences, Web-based databases can also serve as an important tool for online registration and internal logistics.
• Databases are usually the most expensive part of a Web site. Besides paying for programming time, other costs can include maintenance and fees for upgrading software and new hardware (such as servers and workstations).
• Dynamic Web sites will usually call for more training to maintain the database in-house once it's built.
• One of the primary problems of databases is building a dependency if the contract is outsourced. Questions of ownership over the database may also become an issue.

Programming languages versus software authoring

One of the realities of Web management is that the technical know-how is becoming less and less important. Software programs such as Front Page and Dreamweaver have made creating DHTML, CSS and JavaScript features easier then ever. The key factor in choosing between using programming languages or a software for your Web site depends on the level of skill of the Webmaster (or how much training is available). If the skill and training is minimal, then software-authoring tools are the best way to go. However, if the Webmaster has significant programming skills, then the option to manually code the Web site is better. As a result, certain software may make the coding more complex. Other issues that need to be explored are how advanced do you want the Web site in terms of graphics and multimedia.

Targeted search engines

An important technical feature that Web sites can offer is targeted search engines. Targeted search Engines can include a feature that will allow users to search all the content on your site, or incorporate a few best Web sites on relevant topics of your institute.

External concerns

Even though you have many options in terms of Web management and design, there are several factors that are out of a Webmaster's control, particularly with an international target audience. Things to keep in mind are:

• Input consistency
  Within an organization, different people work under different programs or computers. Designers prefer Mac, and some Word documents make conversions time consuming. Technical aspects of Web updates will be easier and more efficient if an internal submissions policy that emphasizes consistency is developed. Informing colleagues of ways to submit documents may also be useful (hard copies can be scanned, word documents can be submitted as text-only files, etc.).
• Multiple browsers
  There are a variety of Web browsers such as Netscape and Internet Explorer. Each one displays Web pages differently, and can alter original design and content layout.
• Different computers
  People have different computers that include different monitors, Internet connections and processor speeds. At times, skipping over the latest technologies or software features will be doing your user a favour.
• Multiple network and connections
  Not everyone is on a fiber optic network; most people connecting to the Internet from across the globe still use a standard telephone line. The way a site is constructed can affect the speed in which a site is loaded or displayed.
• Platforms and operating systems
  Compatibility problems with operating systems can cause some information on your Web site to be inaccessible to users. UNIX users may not be able to download documents in Word. Currently, there are no operating systems that are consistent with all computers or platforms. The problem of operating systems is best exemplified in the case against Microsoft. Microsoft programs can only operate on the Windows operating system, and as result forces people who wish to use or work with organizations that use Microsoft to have a Windows operating system. Other options include Linux that is becoming increasingly popular. It is a text-based software that operates under the open source principle.

Usability testing

Among the ways to limit problems as a result of these external concerns are making clear input policies, and developing usability testing before updating the Web site. Due to time constraints in developing or re-designing Web sites, usability testing is often a tempting step to skip. Usability testing can range from personal interviews with users, surveys, or developing a prototype to be used by a focus group. Generally, there are three stages where usability testing can be incorporated:

• Beginning Stage:
  In the early stages of site development, the Webmaster can discuss experiences and opinions of target users and determine the best look and feel, navigation, and functionality of the site. This is often known as explorative testing.
• Before the Launch:
  Once the site is developed, the Webmaster can receive comments about the site. This is usually geared towards larger problems that can be addressed without necessarily changing design or functionality. Comments and feedback can be solicited internally or from a focus group of targeted users. This is generally known as assessment testing.
• After Launching:
  Also called evaluation testing, this test can be useful to validate the success of a site after it has been launched. A site can be scored and compared to competitors, and online feedback forms can be available to incorporate users comments.