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Washington State Archives Documenting Democracy
Washington State Archives
September 2010
Managing Public Records
Websites, Databases, and Social Media
Washington State Archives Documenting Democracy
This session will cover:
• What are the retention requirements?
• How to apply retention to websites
• Archives’ Website Spidering Program
• Transferring archival websites
Overview
Washington State Archives Documenting Democracy
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)…
• …so Internet sites are public records
Washington State Archives Documenting Democracy
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)…
• …so Intranet sites are public records
Washington State Archives Documenting Democracy
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)
Washington State Archives Documenting Democracy
Which Schedule do I Use?
Local agencies use both:
1) Local Government Common Records Retention Schedule (CORE)
AND
2) Sector-specific records retention schedules (including LGGRRS)
Washington State Archives Documenting Democracy
Which Schedule do I Use?
State agencies use both:
1) State Government General Records Retention Schedule
AND
2) Agency unique records retention schedules
Washington State Archives Documenting Democracy
Where to Find Schedules
All General & Sector Schedules:
– http://www.sos.wa.gov/archives/
RecordsManagement/
State Agency Unique Schedules:
– Contact your Agency’s Records Officer
Washington State Archives Documenting Democracy
Records Retention - Three areas
1. Website Design/Architecture
2. Website Content
3. Changes to Website Content
Washington State Archives Documenting Democracy
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
Washington State Archives Documenting Democracy
Website Design / Architecture – Local Agencies
• 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”
Washington State Archives Documenting Democracy
Website Design / Architecture – State Agencies
• Records series currently not well covered for state agencies in State Government General Records Retention Schedule
• Issue flagged for review in 2010
Washington State Archives Documenting Democracy
Content
• Typically, website content falls into 3 main categories:
1. Database-Driven Content
2. Secondary Copies of Other Public Records
3. Advice / Information
Washington State Archives Documenting Democracy
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)
Washington State Archives Documenting Democracy
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
Washington State Archives Documenting Democracy
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)
Washington State Archives Documenting Democracy
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
Washington State Archives Documenting Democracy
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”
Washington State Archives Documenting Democracy
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”
Washington State Archives Documenting Democracy
Content – Advice / Information
• Actual advice / information about the agency, its programs and services, that is not duplicated elsewhere in the agency’s records
Washington State Archives Documenting Democracy
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
Washington State Archives Documenting Democracy
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)?
Washington State Archives Documenting Democracy
Why Document Changes
• It is not enough to just know what you said (the content)
• Agencies also need records documenting when they started saying it and when they stopped saying it (the context to the content)
Washington State Archives Documenting Democracy
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
Washington State Archives Documenting Democracy
Changes to Content
• Tools / techniques can range from:
– Content Management Systems (CMS)
down to
– Series of email exchanges between content author and agency webmaster
Washington State Archives Documenting Democracy
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”
Washington State Archives Documenting Democracy
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.
Washington State Archives Documenting Democracy
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.
Washington State Archives Documenting Democracy
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)
Washington State Archives Documenting Democracy
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)
Washington State Archives Documenting Democracy
Logging Blogs, Keeping Tweets:
Records Retention and Web 2.0
Washington State Archives Documenting Democracy
Blogs, Wikis, Twitter, and emerging “technology du jour”
Five key considerations:1. Are they public records?
2. Are they primary or secondary copies?
3. How long do they need to be kept?
4. How will they be retained by the agency?
5. Is this technology appropriate?
Washington State Archives Documenting Democracy
Points to ponder
Ask some questions:• Make a business case – do you really
need to add another “technology du jour”?• Check with legal counsel• Check out terms of service agreements
Washington State Archives Documenting Democracy
Who is minding the store?
Establish rules and responsibilities:• Monitoring site and any TOS changes• Monitoring security• Who can post?• Who can make changes to content?• Who needs to capture and maintain?
Washington State Archives Documenting Democracy
Tips and hints to aid retention
• Series of email exchanges on content, when posted, when withdrawn, updates, etc.
• 3rd party software or content management systems
TwInboxTweetTakeArchiveFacebookSocialSafe
Washington State Archives Documenting Democracy
Questions?Electronic Records Management Consultants
Scott Sackett (Eastern WA) Leslie Koziara (Western WA)
[email protected] [email protected]
(509) 413-3296 (360) 586-4893
Records Management Program, Olympia
Subscribe to listserv for the latest updates
http://www.sos.wa.gov/archives/
RecordsManagement/records_local.aspx