Maine State Government
Dept. of Administrative & Financial
Services
Office of Information Technology
Procedure for Agencies Requesting
Domain Names
I. Statement
State agencies will use these procedures as a guide in
requesting domain names. Specifically, two
types of domain names are requested from the Office of the Information
Technology: 1) 3rd level (or higher) maine.gov domain names 2)
alternative domain names from namespaces other than Maine.gov. Requests for alternative domain names are in
actuality requests for waivers to the State of Maine Domain Name Policy.
II. Purpose
The purpose of this procedure is to provide a guide to State
entities navigating the domain name acquisition and waiver process in accordance
with the State’s Domain Name Policy.
III. Applicability
A.
This procedure is intended to guide the acquisition of
all domain names by
1. Executive Branch and
semi-autonomous State agencies irrespective of where their sites are hosted
2. Agencies from other Maine State
government branches whose applications and web sites are hosted on computer
devices operated by the Office of Information Technology or that traverse the
State’s wide area network.
This procedure permits and encourages cooperation with the
other branches of Maine
government in the coordination of domain name services. Municipalities and counties seeking domain
names in the Maine.gov namespace should refer to the companion procedure
document “Procedure for State of Maine Counties and Municipalities requesting a
Maine.gov domain name”.
IV. Responsibilities
1.
Establish a simple and quick request/waiver process for State
agencies seeking the use of domain names other than Maine.gov.
2. Promptly
respond to all domain name requests and waivers.
3. Arrange for
the acquisition of approved domain names where appropriate
4. Efficiently
manage the domain names of the State of Maine.
B. Requesting
Agencies
1.
Consult with the agency web coordinator regarding the specific
need for domain names as early as possible in a program’s or initiative’s life
cycle.
2.
Notify the Agency Information Technology Director (AITD)
regarding the specific need for a domain name.
3.
After consultation with the web coordinator and AITD, and if
the request still seems appropriate initiate the request/waiver process described
below.
V. Guidelines &
Procedures
A.
Guidelines & Procedures
1.
The agency web coordinator should collect the following
information supporting the domain name request:
a.
Requested domain name
b.
Date needed
c.
Estimated life of the domain name
d.
Server IP address to which the domain name will point
e.
Purpose of the domain name including an explanation why
Maine.gov fails to serve this need.
f.
Agency Web Coordinator contact information (name, phone, email
address)
g.
Business unit contact information (name, agency, phone, email
address)
h.
Special instructions such as requests for virtual domain,
aliasing etc ….
2.
The web coordinator should make application for the domain
name by email to egov@maine.gov.
3.
Upon receipt of the
domain name request the agency can expect one of the following responses:
a.
Grant the request. The
Enterprise Domain Name Registry should notify the requesting agency that the
domain name will be in place in the timeframe requested. Additionally, the Enterprise Domain Name Registry
should direct appropriate technical staff to acquire and implement the domain
name.
b.
Request additional information. This may be necessary if the information
submitted is incomplete
c.
Deny the request. The Enterprise
Domain Name Registry should promptly provide the requesting agency with an
explanation of the reasoning behind the denial as well as appeal instructions.
B.
Appeal: Written
appeals are submitted to the Associate CIO, and should include the reasons the
appeal is being requested as well as the original waiver request materials. The Associate CIO will adjudicate the appeal
in consultation with the CIO whose decisions are final.
VI. Definitions
B.
See State of Maine
Domain Name Policy.
VII. References
VIII. Document
Information
1. Document Reference
Number: 25
2. Category: Internet
3. Adoption Date:
10/24/07
4. Effective Date:
10/24/07
5. Review Date: 10/24/09
6. Point of Contact: Paul Sandlin, eGovernment Services,
telephone: 207-624-9427
7. Approved By: Greg McNeal, Chief Technology Officer
8. Position Title(s)
or Agency Responsible for Enforcement:
Paul Sandlin, eGovernment Services, telephone: 207-624-9427
9. Legal Citation:
n/a
10. Waiver Process: Policy Waiver Appeals are submitted in
writing to the Associate CIO. See
Section V paragraph B for additional details.
