Information index for institutional websites
An information index should be integrated into every institutional website as a clear, structured overview of the site’s pages, services, and key information areas. For EU public sector institutions, this is not simply a navigation feature: it supports transparency, helps people find official information quickly, and improves the overall usability of digital services.
A well-designed information index acts as a reliable reference point for citizens, businesses, journalists, partner organisations, and internal stakeholders. It should present the website’s structure in a coherent way, making it easier to understand what information is available and where it can be found. This is particularly important for institutions with broad responsibilities, multilingual content, or complex service portfolios.
Why an information index matters
Public sector websites often contain large volumes of policy documents, service information, legal notices, news, procurement materials, and contact details. Without a clear index, users may struggle to locate the correct page, especially when they are unfamiliar with the institution’s internal structure. An information index reduces this friction by offering a simple, predictable route through the site.
It also supports good governance. When information is easier to find, institutions are better placed to meet expectations around openness, accountability, and equal access to public information. For decision-makers, this means fewer barriers for users and a stronger foundation for digital trust.
What the information index should include
The index should reflect the main sections of the website in a logical and user-centred way. Rather than mirroring only the institution’s internal departments, it should also consider how external users look for information. Clear labels, consistent terminology, and straightforward grouping are essential.
- Main website sections: Include links to the primary areas of the website, such as about the institution, services, news, publications, procurement, projects, and contact information. This gives users a high-level map of the site and helps them move quickly to the right section.
- Key service and information pages: Highlight pages that users are most likely to need, including forms, application procedures, deadlines, public consultations, and official registers where relevant. This is especially useful on institutional websites that support administrative processes or public-facing services.
- Legal and compliance information: The index should include direct access to privacy notices, cookie information, accessibility statements, terms of use, and other mandatory disclosures. For public institutions operating in the EU, this supports GDPR transparency obligations and broader compliance expectations.
- Contact and support routes: Users should be able to find general contact details, departmental contacts, media enquiries, and complaint or feedback channels without difficulty. Clear access to support information improves service quality and reduces unnecessary follow-up requests.
- Search and supplementary navigation: The information index should complement, not replace, the website search function, breadcrumb trails, and menu navigation. Together, these tools create a more resilient user experience for people with different needs and browsing habits.
Accessibility and usability considerations
The information index should be designed so that it is easy to use with a keyboard, screen reader, and other assistive technologies. Headings, lists, and link text should be structured semantically so users can understand the page quickly and navigate it efficiently. This is particularly important for public sector bodies that must ensure digital services are accessible to all users.
Link labels should be descriptive and avoid vague wording such as “click here” or “read more”. The index should also be kept visually simple, with clear hierarchy and sufficient contrast, so that users can scan it easily across devices. On larger institutional websites, grouping content by topic can make the index significantly more manageable.
Governance and maintenance
An information index is only useful if it is kept up to date. Institutions should assign responsibility for maintaining it and ensure that new sections, archived pages, and major content changes are reflected promptly. This should form part of the website’s broader content governance process.
Regular review is important, particularly after website redesigns, changes to organisational structure, or updates to public services. Broken links, outdated labels, and missing sections can quickly reduce confidence in the website. For public sector decision-makers, maintaining the index is a practical step that supports service quality, compliance, and user satisfaction.
Practical recommendation
For institutional websites, the information index should be available from a prominent location, such as the footer or utility navigation, and named in a way that users can understand immediately. It should provide a complete but manageable overview of the website, support accessibility requirements, and include links to essential legal and privacy information. When implemented well, it becomes a simple but valuable tool for helping users access public information efficiently and confidently.