Washington State Archives February 2010 Presented by: Russell Wood – State Records Manager Managing Public Records of Agency Websites
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Washington State Archives
February 2010
Presented by:
Russell Wood – State Records Manager
Managing Public Records
of Agency Websites
This session will cover:
• What are the retention requirements
• How to apply retention to websites
• Archives’ Website Spidering Program
• Transferring archival websites
Overview
Retention Requirements of Agency Websites
What is a Public Record?
• For the purposes of retention and destruction, two criteria:1. Regardless of format2. Made or received in connection with the
transaction of public business (RCW 40.14)
• For public disclosure, refer to RCW 42.56
Websites are Public Records
• Agency internet sites provide advice / information about the agency, its programs and services
• Made in connection with the transaction of public business (RCW 40.14.010)
• Internet sites are public records
Websites are Public Records
• Intranet sites provide advice / information about the agency’s polices, procedures, etc to employees
• Made in connection with the transaction of public business (RCW 40.14.010)
• Intranet sites are public records
Retention Requirements
1. All state and local agencies must retain all web content in accordance with the approved retention schedules
(WAC 434-662-140)
2. Electronic records must be retained in electronic format and remain useable, searchable, retrievable and authentic for the length of the designated retention period
(WAC 434-662-040)
Which Schedule do I Use?
State agencies use both:
1) State Government General Records Retention Schedule
AND
2) Agency unique records retention schedules
Which Schedule do I Use?
Local agencies use both:
1) Local Government Common Records Retention Schedule (CORE)
AND
2) Sector-specific records retention schedules
Where to Find Schedules
All General & Sector Schedules:
– www.sos.wa.gov/archives
State Agency Unique Schedules:
– Contact your Agency’s Records Officer
Applying Retention to Agency Websites
What are Website Records?
Content(Iteration #1)
Content(Iteration #2)
Design / Architecture
Changes to Content
Website Design / Architecture
• Records documenting the technical design and structure of website
• Includes connection between the website and other databases and applications
• Webpage style templates
Website Design / Architecture
• Records series currently not well covered for state agencies in State Government General Records Retention Schedule
• Issue flagged for review in 2010
Website Design / Architecture
• Local agencies use:Local Government Common Records Retention Schedule (CORE)
Applications – Technical Design and Implementation (GS50-06A-03)
“Retain until application or version is no longer needed for agency business and all records within the application have been migrated or dispositioned in accordance with a current approved records retention schedule then Destroy”
Content
• Typically, website content falls into 3 main categories:
1. Database-Driven Content
2. Secondary Copies of Other Public Records
3. Advice / Information
Content – Database-Driven
• Website content which resides in agency databases:– Pulled from database to provide dynamic
content for targeted audiences (e.g. location of nearest office based on zip code or IP address)
– Captured into databases via agency website (e.g. webforms)
Content – Database-Driven
• How to apply retention:– Manage the record within the database as the
agency’s primary copy– Use appropriate record series based on the
function and content of the record– Records documenting the rules governing
database / website interaction are covered by website design
Content – Secondary Copies
• Some content is just copies of other records of the agency, such as:– Annual reports, strategic plans, polices, etc
– Brochures, flyers, etc
– Forms (other than web forms)
Content – Secondary Copies
• How to apply retention:
– Manage the agency’s primary copy– Use appropriate record series based on the
function and content of the record
– Treat web version as secondary copy
Content – Secondary Copies
• State agencies use:
State Government General Records Retention Schedule
Administrative Material with No Retention Value (GS 50001)
“Destroy when no longer needed”
Content – Secondary Copies
• Local agencies use:
Local Government Common Records Retention Schedule (CORE)
Secondary (Duplicate) Copies (GS50-02-04)
“Retain until no longer needed for agency business then Destroy”
Content – Advice / Information
• Actual advice / information about the agency, its programs and services not duplicated elsewhere in the agency’s records
Content – Advice / Information
• Apply the same retention to these content records that you would apply if you provided the same advice / information by letter or email to everyone in your agency’s jurisdiction
• Remember, you are providing that advice everyday that it is on your website
Changes to Content
• Records documenting the publishing of website content:– Requests and approvals to upload / update /
remove content?– Point-in-time records of webpages
(snapshots)
Why Document Changes
• It is not enough to just know what you said (the content)
• Agencies also need records documenting when did we say it and when did we stop saying it (the context to the content)
Changes to Content
• The tools / techniques to capture records of changes to website content depend on:
– Size and complexity of website / agency
– Level of risk associated with the content
Changes to Content
• Tools / techniques can range from:
– Content Management Systems (CMS)
down to
– Series of email exchanges between content author and agency webmaster
Changes to Content
• Records series currently not well covered for state agencies in State Government General Records Retention Schedule.
• Issue flagged for review in 2010.
Changes to Content
• Local agencies use:
Local Government Common Records Retention Schedule (CORE)
Online Content Management (GS2010-007)
“Retain for 1 year after online content removed then Destroy”
Website Spidering
Website Spidering• Digital archives will … copy state and local
government web sites that are determined to have archival value either annually or more frequently. (WAC 434-662-140)
• Archival snapshots.
• Will not satisfy all legal and other requirements to retain records of websites.
Website Spidering• No Transmittal Agreement needed
• Currently piloting with a small number of agencies
• More advice on Digital Archives’ website:www.digitalarchives.wa.gov
(under “Services” tab)
Transferring Archival Website Records
Transferring Archival Websites
• For website content that is Archival:
– Contact Digital Archives (509) 235-7509
– Advice on Digital Archives’ website:www.digitalarchives.wa.gov
(under “Services” tab)
You Are Not Alone
• For advice and assistance:Electronic Records Management Consultants
Leslie Koziara (Western) – (360) 586-4893Scott Sackett (Eastern) – (509) 413-3296
www.sos.wa.gov/archives
Washington State Archives: Partners in preservation and access
Thank you!
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