The Release Calendar

Tridion HubEdit user guide

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Contents

1 Introduction ......................................................................................................................................... 3

1.1 Audience ................................................................................................................................. 3

1.2 Tridion content management system ..................................................................................... 3

2 Support for Users ............................................................................................................................ 4

3 Getting started ................................................................................................................................ 5

3.1 User accounts .......................................................................................................................... 5

3.2 Addresses for Tridion, Preview (Staging) and Live Training Servers ....................................... 5

3.3 Logging into Tridion ................................................................................................................ 5

3.4 Terminology in Tridion ............................................................................................................ 6

3.5 Terminology in business process ............................................................................................ 7

3.6 Business Process for Release Control Mechanism .................................................................. 7

3.7 Description of roles within system ......................................................................................... 7

4 Creating/editing a Release Definition ............................................................................................. 8

5 Creating a Release Edition [Release Co-ordinator groups] ........................................................... 15

6 Date workflow approvals for Release Editions [Release Co-ordinator groups and Release

Approver groups] .................................................................................................................................. 18

6.1 Release Co-ordinator role ..................................................................................................... 18

6.2 Release Approver role ........................................................................................................... 19

7 Using Preview or Live site to view edition calendar entries [Release Co-ordinator groups and

Release Approver groups] ..................................................................................................................... 23

8 Emails sent by system ................................................................................................................... 24

8.1 System monitoring ................................................................................................................ 24

8.2 System workflow ......................................................................................................................... 25

9 Logging out of Tridion ................................................................................................................... 27

Appendix A: Business process flow diagram ......................................................................................... 28

Appendix B: Password security in Tridion ............................................................................................. 31

Passwords ......................................................................................................................................... 31

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1 Introduction

1.1 Audience This user guide is intended for Other Government Departments (OGDs) and the staff who will act as

Release Co-ordinators and Release Approvers for the UK National Statistics Publication Hub.

1.2 Tridion content management system A content management system (CMS) supports the management, creation, distribution, publishing,

and discovery of information.

Tridion is the content management system (CMS) which is currently used by the Office for National

Statistics (ONS) to create, update and maintain content across a number of external and internal

websites.

Tridion is a browser-based CMS, which means it allows the user to work with their content through

the Microsoft Internet Explorer (IE) browser available on their computer desktop.

This document is a guide in the use of the Tridion CMS to create and manage publication release

information on the UK National Statistics Publication Hub.

The Tridion CMS used to edit the Publication Hub is also referred to colloquially as HubEdit, to

distinguish it from the other installations of Tridion that are used to maintain other websites

managed by ONS.

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2 Support for Users Users can get ongoing support from the Publication Hub Liaison Team. This would include support

with:

• Technical questions

• New user access

• Editorial queries

• Training

Queries should be directed to the Publication Hub Liaison Team at Office for National Statistics

(ONS):

Telephone: 01633 651 955

Email: publication.hub@ons.gov.uk

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3 Getting started

Note: In this guide, ‘click’ refers to a left click of the mouse button, and ‘right-click’ refers to a right

click of the mouse button.

3.1 User accounts An account must be set up before a user can log in to Tridion, enabling role-based permissions to

view/edit/delete content.

User accounts will be managed by the Publication Hub Liaison Team.

3.2 Addresses for Tridion and Preview Working with Tridion usually requires three web browser windows or tabs, one for Tridion itself, one

for previewing static content before release, and one for viewing content on the live website.

Tridion CMS server address (Tridion): https://www.hubedit.statistics.gov.uk/

Preview (staging) server address (Preview): https://www.hubpreview.statistics.gov.uk/hub/

Live website address (Live): http://www.statistics.gov.uk

3.3 Logging into Tridion

1. Access Tridion using the https://www.hubedit.statistics.gov.uk/ address

2. Type ‘onsdmz\’ and then your username. Then enter your password into the appropriate

field

3. The first time you access any Tridion server, you will see an initial dialogue box for

settings. Click ‘OK’ to continue

4. See Appendix B for important information on password security

5. The Tridion user interface will appear as in figure 1. The interface consists of a left-hand

navigation pane, which looks similar to a windows file explorer, and a right-hand pane,

where individual content elements can be viewed and accessed

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Figure 1: Tridion user interface

3.4 Terminology in Tridion

Component: A Tridion Component is an individual content element in the CMS. The

component contains text and metadata. The text appears on a published web page.

Metadata describes the content, or controls content publishing. Components are indicated

by the grey box with an orange star icon.

Component folder: A Tridion Component folder is a file folder that can contain other folders

and components. Component Folders are indicated with a yellow folder icon.

Work list: Work area for an individual Tridion user (used for workflow). Found under User

Work Items.

Assignment List: Work area for a Tridion user group (used for workflow). Found under User

Work Items.

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3.5 Terminology in business process Release Co-ordinator: Responsible for the creation and management of publication release

definitions and editions. Release Co-ordinators submit editions for date approval to Release

Approvers.

Release Approver (Head of Profession or HoP): Responsible for approving edition dates submitted

by Release Co-ordinators in OGDs.

Content Author/Editor: Person responsible for creating and/or managing the content for a web

release.

Release control mechanism: System that manages release definitions and the scheduling and

notification of events for release editions.

Release definition: Information about a publication, including title, subtitle, descriptions and

keywords, dates and times. There is one single definition for each publication, e.g. Economic and

Labour Market Review.

Release edition: A scheduled release of a web publication, e.g. Economic and Labour Market Review

– September 2008. Each edition inherits metadata from the release definition.

Provisional date: Date entered into the system which has to be approved by a HoP. This date will

appear in the release calendar.

Release Calendar: Calendar showing release editions (provisional and finalised).

Finalised date: Approved publication date of an edition. This date will appear in the release calendar

on approval by HoP.

3.6 Business Process for Release Control Mechanism See the flow diagram in Appendix A for a description of the business process.

3.7 Description of roles within system Release Co-ordinator: The Release Co-ordinator for a group creates any new release definition

components, edits release definitions, and creates individual edition components for each release.

They submit edition components through the system workflow for date approval to their group

Release Approver.

Release Approver: The Release Approver receives edition components through the system workflow

for date approval. They can either approve the dates for publication to the live release calendar, or

reject and return them to their group Release Co-ordinator(s) for modification.

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4 Creating/editing a Release Definition Release definitions are created and kept in a single component folder in Tridion, under department

folders.

Note: Release definitions have already been created for existing publication titles. You will only need

to create release definitions for new publication titles.

1. In the left navigation pane navigate to your department folder under the ‘Releases’ folder by

clicking on the ‘+’ sign next to ‘Hub’ to expand the folder view.

Hub > Building Blocks > Content > Components > Hub > Release > Department folder

Figure 2: Navigating to the Release Definitions folder in Tridion

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2. Navigate to your desired department folder and click on the folder name. These will be already

created in the system.

Figure 3: Viewing department folders within Release Definitions folder in Tridion

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3. Click the ‘New Component’ icon on the top right-hand Tridion toolbar ( ). This opens a

new window as shown in Figure 4.

Figure 4: New Release Definition component window

4. Name field. This will be automatically completed when you fill in the metadata tab. It is the

component name displayed in the Tridion navigation.

5. Notes field. This is an optional field to record any helpful information while the component is

being worked on. This allows work to be saved and resumed at any time.

6. Click the ‘Metadata tab’ at the top of the pane (next to ‘general’). See figure 5.

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Figure 5: Metadata tab for Release Definition component

7. Fill in the Title field. This is the full official title of the publication. Do not use ampersands (&) in the title. Make sure that this name is unique and gives the publication title in full. Examples are:

Economic and Labour Market Review; United Kingdom National Accounts.

Tip: For a definition to be completed and ready to create editions, all fields must be completed.

Before the definition is completed, you can save your progress by performing an interim save. The red

asterisk by the ‘Name’ (on the ‘General’ tab) and ‘Title’ (on the ‘Metadata’ tab) denotes these fields

are mandatory for any interim saves.

8. To interim save the release definition component click the blue disk icon, on the Tridion toolbar.

( ).

9. Fill in Alternative title. Use this for a shortened or abbreviated form of the Title or another

name by which the publication is known, for example ‘ELMR’ for ‘Economic and Labour Market

Review’; ‘Blue Book’ for ‘United Kingdom National Accounts’.

10. Select Accreditation status. Select the current assessment status from the list. Remember that

the status may need to be updated in future if it changes.

11. Fill in Description. This is a two line summary which describes the release and will appear in the

search results (maximum 200 characters).

12. Click Link: Data source(s) for this Release. Activates a pop-up window which allows sources to

be picked via multiple checkboxes. Check the relevant sources for the publication and click the

‘select checkbox items’ button at bottom of pop-up window. See figure 6. If the data source is

not listed, type the source directly into the field.

Figure 6: Selecting data sources from the pop-up window

13. Select At what time of day is it normally released? The time of day an edition is normally

released, usually 09.30.

14. Select How often are release editions produced? This is the frequency of release.

15. Select National Coverage. This is the highest geographical level that is covered by the release.

16. Select Geographic Breakdown. This is the lowest level at which the data are disaggregated

below national level, e.g. ward, local authority.

17. Select Is this a market sensitive release? The answer to this is usually ‘No’. Only a small number

of publications contain market-moving statistics.

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18. Select Source Agency / Department. Choose the organisation responsible for producing the

release.

19. Select Group contact email. This is the generic email address of the team responsible for

producing the release. It may also be an individual’s email address if no group contact email is

available. This is only used for internal reference and is not visible on the live site.

20. Enter Search Keywords. These are terms that can aid the publications search on the website.

One keyword term per field. Extra terms can be added or removed by clicking the box to the

left. Two icons are in the box, insert and a red cross to delete.

21. Select Primary Theme. This determines the theme that is displayed in the search results.

22. Select Cross-cutting Topic. Leave this blank unless your publication should appear on the

‘Equality and Diversity’ cross-cutting page.

23. Language: Leave this as ‘English’. We currently have no scheduled releases to be published in

Welsh.

24. Select NSCL taxonomy themes and topics. Click the link title text. A pop-up window will appear

which allows themes and topics to be picked via multiple checkboxes.

25. Select IPSV taxonomy terms. Click the link title text. A pop-up window will appear which allows

IPSV terms to be picked via multiple checkboxes. IPSV is the Integrated Public Sector Vocabulary

(IPSV) government mandatory metadata scheme for published websites. Select at least one

appropriate term.

26. Status of Release Definition: This is a read-only field and is automatically filled in by the system.

Don’t enter a value.

27. Select Usable to create releases? This defaults to ‘No’. Set this to ‘Yes’ when all fields have been

completed. This indicates that the release definition is accurate and up-to-date, and can be used

to create editions.

28. Suspend creation of future editions? This should be used in exceptional circumstances only, i.e.

if the definition becomes out-of-date, or it needs to be replaced by a new definition.

29. Save and close this component ( ). This saves and closes the component window while the

Tridion window remains. The newly created release definition component should now appear in

the right-hand pane. It can be re-opened by clicking on the component name.

The save and close creates a component folder. It also creates an index component (eg ‘Consumer

Trends index’) which is stored in the component folder. This will appear in the right-hand pane. The

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component folder will hold all the edition content for the publication. All editions will also be shown

in the right hand pane as and when they are created.

Important note: Remember to check the accuracy for all entries in the release definition before

creating release editions. Definitions can be edited by the appropriate Release Co-ordinator group.

Definitions cannot be deleted except by administrators.

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5 Creating a Release Edition [Release Co-ordinator groups]

1. Navigate to the folder in which your publication is stored in the left-hand Tridion navigator.

2. There will be a sub-folder with the publication name (generated by the release definition).

Select this sub-folder by clicking on the name in the navigation tree e.g. Agricultural Facts and

Figures under:

Hub > Scottish Government > Agricultural Facts and Figures

3. Create a new edition component by clicking the ‘new component’ icon ( ) in the Tridion

right-hand horizontal menu. Figure 7 shows the screen for the ‘General’ tab.

Figure 7: New edition component screen for the ‘general’ tab

4. Name. This is the publication title and the edition subtitle, e.g. September 2009. It will be

automatically completed when you save the component.

5. Schema: This is set to ‘sch GEN Release Edition Details’. Leave as is.

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6. Enter Link to Edition. This is the URL (web address) of the publication page on the appropriate

departmental website. The link is not to go directly to a PDF file. This field may be left blank if

you do not yet know what the URL will be on your website.

Tip: Copy and paste this link from another browser.

7. Click on the ‘Metadata’ tab next to the ‘General’ tab (screen in Figure 8).

8. Enter Edition Subtitle e.g. November 2009 (for a monthly publication); Q4 2013 (for a quarterly

title). This is appended to the release definition title when displayed on the website e.g.

Consumer Trends – Q2 2013.

9. Enter Provisional Date. This must be completed even if the actual release date has been

finalised. Click the ‘Select date’ button and choose the date from the pop-up window. Enter the

time you want the edition link to be active using the pop-up, eg 09:30:00 for National Statistics.

10. Enter Provisional Range. Select from: Exact date, One or Two months. This allows for a period to

show in the release calendar, e.g. November 2008, or November – December 2008. The start

month is taken from the provisional date. Use this where the actual release dates are not known

or the date may change.

11. Select Show Provisional in Release Calendar. When this is set to ‘Yes’, saving the edition starts

the provisional date approval process between the Release Co-ordinator and the Release

Approver.

Note: Business rule for provisional dates: provisional dates for all editions must be visible in the

release calendar up to 12 months in advance.

12. Select Finalised Date. Enter finalised date from pop-up window. If the finalised date is not

known or may change, use the provisional date. Amend when known. Enter the time you want

the edition link to be active using the pop-up, e.g. 09:30:00 for National Statistics.

Note: Finalised dates for non-market sensitive releases must be visible in the release calendar at least

one month before publication. Market sensitive releases must be visible in the release calendar at

least six months before publication.

13. Select Show Finalised in Release Calendar. This defaults to ‘No’. When this is set to ‘Yes’, saving

the edition starts the finalised date approval process between the Release Co-ordinator and the

Release Approver.

Notes:

Check the edition subtitle and the date(s) entered for approval. Do this as a matter of

routine.

If the finalised date has been approved and then is changed after approval, you have to enter

a link to an explanation on your own website. Enter a hyperlink in the ‘Link to why finalised

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date has changed’ field. This will be displayed with the calendar entry after the edition has

been re-approved. You should provide a full explanation on the webpage you have linked to.

All other fields below are filled in automatically, using information from the release

definition, after saving and closing a component.

Changing or adding the edition web link into the URL field does not require approval, but you

do need to ‘Finish activity’ by right-clicking on your edition component in your ‘Worklist’

14. ‘Save and close’ the edition component ( ).

Figure 8: Edition component screen for ‘metadata’ tab

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6 Date workflow approvals for Release Editions [Release Co-

ordinator groups and Release Approver groups]

6.1 Release Co-ordinator role Once a Release Co-ordinator has created an edition by saving and closing the component, the

edition is put into workflow.

1. Click ‘Work list’ under ‘My Tasks’ at the bottom of the Tridion left-hand navigation panel. See

figure 9. The edition component is shown on the right-hand screen. Note the activity is set to

‘Create Release’.

Figure 9: Edition workflow approval via ‘Worklist’ with ‘Activity: create release’

2. If the Release Co-ordinator has set Show date in Release Calendar (Provisional and/or

Finalised) to ‘Yes’ and saving and closing the edition, the edition now requires approval.

3. Right-click on the edition component name and select the ‘Finish Activity’ option. A pop-up

window appears, as in figure 10.

4. Enter a comment (include details of date requested and date approval required). This will

appear in the email that is sent to the Release Approver. Click ‘OK’. The component will

disappear from the right-hand screen.

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Figure 10: Pop-up window for Release Edition Detail process and entering message for release

Note: The Release Co-ordinator will only see the item again if the Release Approver rejects the dates.

In this scenario, an email is sent to the Co-ordinator. In this event:

1. Select the edition component from the ‘Assignment list’ under ‘My Tasks’.

2. Right-click and select ‘Start activity and open’ to return to the edition component and modify

the date.

3. Click ‘Finish activity’ in your ‘Work list’ to re-submit the edition for approval.

6.2 Release Approver role As a Release Approver, you can approve the provisional and/or finalised date once it appears under

‘My Tasks’ in your ‘Assignment List’. You will also receive an email for each edition that requires

date approval.

The status – shown in the ‘Activity’ field - is now set to ‘Date Validation’.

1. To open the edition component, right-click on the name and select ‘Start activity and open’ (See

figure 11). This opens a new window.

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Figure 11: ‘Assignment List’ screen for Release Approver with status: ‘Date Validation’

2. Click the ‘Metadata’ tab on the top left of the component screen and check the following fields

to approve edition:

‘Edition Subtitle’

‘Provisional Date’ and ‘Date Range’ (if present)

‘Finalised Date’

3. Click on ‘Work list’ under ‘My Tasks’ at the top of the left-hand navigator pane. Right-click on

the edition component on the right-hand screen and select ‘Finish Activity’ (figure 12).

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Figure 12: ‘Work List’ screen for Release Approver with status: ‘Date Validation’

A pop-up box will appear as in figure 13.

The ‘Next Activity’ field contains the following options:

• ‘Approve Live Publish + Notify HOP + RC’

• ‘Reject to Notify RC’

The default is ‘Approve Live Publish + Notify HOP + RC’. This publishes the edition to the live site

immediately and sends an email to both the Release Approver (DD/HOP) and the Release Co-

ordinator.

By selecting ‘Reject to Notify RC’, the Release Approver can reject and return the edition to the

Release Co-ordinator for alteration of the dates. Include a comment in the message field to indicate

to the Release Co-ordinator the reason for returning the edition component. An email is sent to the

Release Co-ordinator in this instance.

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Figure 13: Pop-up window for release approver to approve edition date and for edition to appear in

the calendar.

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7 Using Preview or Live site to view edition calendar entries

[Release Co-ordinator groups and Release Approver groups]

Release Co-ordinators and Release Approvers can preview the edition by using the release calendar

on the preview site, and on the live site when published.

1. Log in to the Preview site release calendar using your given username and password:

https://www.hubpreview.statistics.gov.uk/hub/release-calendar/

2. Enter the release definition title into the ‘Keyword(s)’ field in the ‘Advanced Search’ box.

3. Enter the date (exact or range) in the ‘From:’ and ‘To:’ fields, and then click the ‘Search’ button.

See figure 14

Figure 14: viewing a ‘National Passenger Survey’ edition on the release calendar preview site, with

release date 29 January 2013

4. You can view the release on the live site release calendar, when the edition date has been

approved: http://www.statistics.gov.uk

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8 Emails sent by system

A number of emails are generated by the system during the process of creating edition content.

These are itemised below.

8.1 System monitoring

1. Email reminders sent from ‘UK Statistics Authority Publication Hub@ONS’ to Release Co-

ordinator if:

no provisional date published one year before, for either ‘market sensitive’ or non-market

sensitive releases (i.e. ‘Show in Calendar’ not set to ‘yes’)

no finalised date published six months before, for ‘market sensitive’ releases, or one month

before non-market sensitive releases (i.e. ‘Show in Calendar’ not set to ‘yes’)

2. Emails sent from ‘UK Statistics Authority Publication Hub@ONS’ to Release Co-ordinator.

Triggered if amber date is reached for edition:

Example body text of email shown below:

-------------

RE: Release Definition – Edition name - amber date passed

This Edition is set to go live on the site on 21 April 2013.

Please go into the system and enter the link for this Edition.

• Log in to Tridion CMS.

Similar mails are sent if red date is reached, and also if purple date is reached (actual release

date).

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8.2 System workflow

1. Email sent from ‘UK Statistics Authority Publication Hub@ONS’ to ‘Release Approver’ when

‘Show in Calendar’ set to ‘yes’ for edition and Release Co-ordinator finishes activity on

component, requesting approval for date of edition.

Example body text of email shown below:

-----------

RE: Economic and Labour Market Review - November 2013

A.N Other has sent you this item for date approval.

Message from submitter:

Please approve finalised date of 12 November 2013 for this edition.

Log into Tridion CMS.

-------------

2. Email sent from ‘UK Statistics Authority Publication Hub@ONS’ to ‘Release Co-ordinator and

Approver’ when the Release Co-ordinator finishes activity on a component, and selects

‘Approve Live Publish + Notify HOP + RC’. The edition will be published to live.

Example body text of email shown below:

-------------

RE: Economic and Labour Market Review - November 2013. 12 November 2013 has

been approved

A.N Other has approved this edition date. An edition date entry has been published

on the live site.

Message from approver:

12 November 2013 has been approved.

-----------

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3. Email sent from ‘UK Statistics Authority Publication Hub@ONS’ to ‘Release Co-ordinator’ when

Release Approver finishes activity on component, and selects ‘Reject to Notify RC’, rejecting the

edition date request and returning edition to Release Co-ordinator.

-----------

RE: Economic and Labour Market Review - November 2013. 12 November 2013 has

been rejected

A.N Other has rejected this edition date.

Message from approver:

I’ve rejected 12 November 2013, as this will not be achievable. Change to 20

November 2013.

Log into Tridion CMS.

-----------

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9 Logging out of Tridion

You can exit Tridion by simply clicking the standard windows ‘close window’ button on the top right

of the main window panel (white cross in a red square).

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Appendix A: Business process flow diagram

Note: ONS and GSS processes are equivalent for this development. HoP is equivalent to DD.

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Appendix B: Password security in Tridion

In line with Government and ONS corporate IT security policy, you must change your password when

you first login to Tridion, and then at regular six week intervals after that, otherwise you will be

unable to access the system as your account will be locked out.

1. Click the ‘+’ next to ‘Custom pages’ in the left-hand Tridion navigator panel

2. Click the ‘Change Domain Password’ item

3. Enter your old and then your new password details in the field on the right-hand side panel and

click ‘OK’

Passwords

• need to be a minimum length of 13 characters

• must contain a combination of at least three of the following categories:

o UPPER CASE A-Z characters

o lower case a-z characters

o 0-9 characters

o punctuation characters

Note: If you need assistance, or you need help with your account access, please contact the

Publication Hub Liaison Team. See Section 2 for contact details.

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Audience: Release Coordinators Release Approvers Version: 2.0

Publication Hub Liaison Team Office for National Statistics

Room 1.101 Government Buildings

Cardiff Road Newport

South Wales NP10 8XG

Tel.: 01633 651 955

publication.hub@ons.gov.uk