Standards for web and print publishing

These standards will incur costs – check before the budgeting stage.

Website publication: government requirements, including those for accessible PDFs, are available in the Government Service Design Manual on GOV.UK. In addition there may be further requirements, such as file naming conventions, to ensure that a document can be clearly recognised within internal systems.

Print publication: these specifications are provided to the printer, or other supplier, to ensure that print copies are produced as required. They include print file specifications, quantity, schedule, format (A4 portrait, for example), colour, paper weight and quality, binding style and delivery instructions.

International Standard Book Numbers (ISBNs)

It is good practice to allocate an ISBN to each publication produced by a government organisation, regardless of format.

ISBNs are unique 13 digit codes allocated to published works (but not to ephemeral items such as leaflets, posters, newsletters, press notices and so on). ISBNs are not limited to books that are published in print form. The ISBN is unique to an individual edition of a work and will be used by those in the library or the book trade to identify the document. Where a work is published in different formats (print, online, e-book and so on) a different ISBN is required for each format. Any translations will also be given a separate number.

It is the publisher’s responsibility to allocate an ISBN. Therefore government publications produced through the contracts managed by The National Archives will all be allocated ISBNs by the publishing contractor. However, if your organisation is the publisher (corporate documents, for example) it is responsible for allocating its own ISBNs to these publications.

Most countries have their own ISBN agency – in the UK this is Nielsen. If your organisation needs ISBNs, you can buy a batch from Nielsen. You need to supply bibliographic data to Nielsen in return.

Bibliographic data

The bibliographic record for a published document may include: the title, author, date of publication, publisher, page extent, format, ISBN, cover price and subject. It is important for the integrity of the public record that there is a comprehensive source of bibliographic data for all United Kingdom official government publications, including online-only publications, and that this information is disseminated through recognised publishing industry channels.

ISBNs and other bibliographic information identify uniquely a publication in a particular format. Publishers supply this data to Nielsen at, or before publication, and Nielsen disseminates it so that subscribers, commonly the book trade, libraries and re-users, can obtain copies of publications for their customers as soon as possible.

An ISBN enables users to find a publication without knowing the publisher. In addition, this unique identifier is particularly useful:

• when more than one organisation has been involved in the publication
• when responsibilities have moved from the originating government organisation to another body
• for publications in a series such as Command and House of Commons Papers
• to identify publications that only exist in a digital format, having gone out of print
• to identify the authoritative version of online-only publications

The library of the UK Parliament has a particular requirement to be able to trace all government publications.

In addition, bibliographic information can be added as metadata in the digital copies of publications which helps to support the re-use of the data included within the publication. An established metadata standard such as Dublin Core should be used where possible. Metadata can increase a publication’s accessibility and ‘findability’. Government web teams can provide guidance on this.

The responsibility for generating bibliographic information lies with the publisher (which can be the originating government organisation). Specifications for bibliographic services are therefore included in The National Archives’ publishing contracts.

The United Kingdom Official Publications Database (UKOP) offers a central catalogue of official government publications in the United Kingdom. The database is provided by a private sector company independently of government.

Statutory legal deposit

It is the publisher’s responsibility to comply with legal deposit. This applies to all publishers, including government organisations that publish their own material.

The Legal Deposit Libraries Act 2003 requires that a copy of all works published in print in the United Kingdom is given to the British Library within a month of publication and copies are made available on demand to the other legal deposit libraries specified in the Act. The legal deposit libraries are:

• The British Library
• The National Library of Scotland, Edinburgh
• The National Library of Wales, Aberystwyth
• The Bodleian Library, Oxford
• The University Library, Cambridge
• The Library of Trinity College, Dublin

Regulations for the legal deposit of non-print works came into force in April 2013. The regulations allow the British Library and other legal deposit libraries to capture materials which are not published in print, and preserve them as part of a national collection for future generations. Materials within the scope of the regulations include non-print publications, websites and content behind login facilities. Guidance for publishers on the application of the new regulations has been produced by the Department for Culture, Media and Sport.

From the start of the 2016-17 Parliamentary Session, the legal deposit of Command and House of Commons Papers will take place digitally instead of in print. The British Library will collect and preserve the PDFs of documents published on GOV.UK.

The British Library and the Agency for the Legal Deposit Libraries publish further information about print and non-print legal deposit and the libraries.

Customer ordering services

Publishing companies provide ordering services so customers can obtain their own copies of publications in the available formats.

The National Archives’ publishing contracts allow customers to order print copies. It is possible to place standing orders and subscriptions based on the content of the publication, the originating government organisation and by publication type. Standing order customers receive their copies within a day or two of publication. Our contracts also allow customers to order print on demand copies by email, post, phone and internet after publication.

Some companies also ‘push’ digital copies of pre-ordered government publications to their customers on a subscription basis. Government libraries often use such services.

The National Archives provides a range of guidance, tools and templates that can help you through the process of managing your information.

You can also access reports on the management of information and records across government, and find support to help you improve standards within your own organisation.

Our Information Management Assessment (IMA) programme provides public sector bodies with an independent assessment of how well they are managing their information and mitigating related risks.

The IMA promotes a self-assessment first approach, and provides the following tools and resources:

• The Section 46 Code Maturity Assessment Tool
• Digital Appraisal, Selection and Sensitivity Review Maturity Assessment Tool
• M365 KIM Maturity Self-Assessment Tool

If you are a public sector body and would like more information on the tools and guidance below, please contact the Government Help Point.

The Section 46 Code Maturity Assessment Tool

The Code of Practice on the Management of Records, issued under Section 46 of the Freedom of Information Act 2000, provides guidance to public authorities on the creation, management, retention, and disposal of records.

Revised and updated by The National Archives, the Code reflects contemporary information management practices and the realities of a modern digital working environment. It is a technical document designed to support information management professionals in discharging their duties under the Freedom of Information legislation.

Authorities are expected to regularly assess their policies and procedures against the Code’s requirements and update them as needed. Risks associated with non-compliance should be incorporated into the authority’s broader risk management framework.

To support this, The National Archives offers the Section 46 Maturity Assessment Tool as part of its Information Management Assessment (IMA) toolkit. Designed specifically for public sector bodies, the tool helps assess the strengths and weaknesses of their information and records management practices, set improvement goals, and track progress over time.

Access and learn more about the Section 46 Code Maturity Assessment tool:

• Section 46 Code Maturity Assessment Tool Workbook
• Introduction to the Section 46 Code and Maturity Assessment Tool

Digital Appraisal, Selection and Sensitivity Review Maturity Assessment Tool

Distinguishing between records worthy of permanent preservation and those without further value is a significant challenge, especially when it comes to the vast amounts of digital records created by public bodies. It is widely accepted that the appraisal, selection, and sensitivity review of digital records will only be feasible with machine assistance.

Building the capability of digital appraisal and sensitivity review (ASSR) for legacy and current records requires investment in skills, infrastructure, and cross-departmental collaboration.

In consultation with the GKIM community, The National Archives has developed the Digital ASSR Maturity Assessment Tool. The aim of the Tool is to provide a tool to help public bodies measure the maturity of their capabilities for digital ASSR and to provide targeted next steps for improvement.

The Tool uses a 5-point maturity scale: 1. Beginner, 2. Emerging, 3. Learning, 4. Developing, and 5. Mastering. These levels are applied across seven key areas: Governance, Skills, Methodology, Technical Capabilities, Capacity, Engagement, and Transparency & Accountability.

Access and learn more about the Digital ASSR Maturity Assessment Tool:

• Digital ASSR Maturity Assessment Tool Workbook
• Introduction to the Digital ASSR Maturity Assessment Tool

M365 KIM Maturity Self-Assessment Tool

As part of its Information Management Assessment offering, The National Archives has developed the M365 KIM Maturity Assessment Tool to help organisations subject to the Public Records Act evaluate the effectiveness of their information and records management practices within M365 environments.

The tool is based on the M365 Information Governance Maturity Model, maintained by the Information and Records Management Society (IRMS) through an international working group of national archives and records management specialists. This group provides oversight by continuously reviewing emerging M365 features, determining when updates are required, and conducting benchmarking exercises with the wider records management community. This ensures that best practice definitions reflect current consensus. These benchmarking exercises give the tool collective legitimacy, grounded in what multiple Information Governance experts consider best practice.

These benchmarking exercises give the tool collective legitimacy, grounded in what multiple Information Governance experts consider best practice.

This version of the Assessment Tool represents the second iteration, built on the latest update of the M365 Information Governance Maturity Model. In addition to updated content, the tool now offers enhanced interactive functionality, including improved data visualisation and action planning features.

Access and learn more about the M365 KIM Maturity Assessment Tool:

• The M365 KIM Maturity Assessment Tool
• Introduction to the M365 KIM Maturity Self-Assessment Tool

Data Use

Data collected during the Information Management Assessment Programme will be used by The National Archives to help support public sector bodies improve GKIM practices and compliance. Anonymised data may be used to analyse the information management landscape across government and to improve our guidance and engagement offer. Anonymised data may also be used to help identify evidence of best practices at well achieving bodies to be promoted through the programme.

As set out in The National Archives’ Memorandum of Understanding (MoU) with the Information Commissioner’s Office (ICO), The Keeper may be consulted by the Information Commissioner where the latter is considering issuing a Practice Recommendation to an authority that is subject to the Public Records Act 1958. Data collected as part of the self-assessment may inform the view of the Keeper in these circumstances and he may share data collected through the self-assessment as part of his feedback.

Our publishing guidance is designed to help those working on official government publications. In particular, we hope this information will benefit those who are new to publishing.

We aim to promote a better understanding of standard publishing industry processes and practices that affect a document’s availability, accessibility, status and provenance at publication and after.

The role of The National Archives

The Keeper of Public Records is responsible under a Letters Patent from His Majesty The King for managing copyright on behalf of the Crown.

The Letters Patent also confer upon the Keeper the title of King’s Printer. The King’s Printer is responsible for setting the standards and overseeing the publication of certain government documents. These publications are:

• legislation
• statutory notices
• parliamentary papers, including Command and House of Commons Papers

The National Archives has produced specific guidance on the production of parliamentary papers (for example annual reports and accounts, ‘green’ and ‘white papers’ or independent reviews).

We provide training for staff from government departments and public record bodies that transfer records to The National Archives. They are not suitable for any other organisation or members of the public.

Some of our training is currently being refreshed and developed.

Find guidance on publishing for government organisations, including producing and publishing Command, House of Commons and un-numbered Act papers such as annual reports and accounts, policy papers, government responses and reviews.

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