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 format 2.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 ) 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 ) 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 ) 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 )

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: – 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 (GS ) “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 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 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 (GS ) “Retain for 1 year after online content removed then Destroy”

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 ) 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: (under “Services” tab)

Transferring Archival Website Records

Transferring Archival Websites For website content that is Archival: –Contact Digital Archives (509) –Advice on Digital Archives’ website: (under “Services” tab)

You Are Not Alone For advice and assistance: Electronic Records Management Consultants Leslie Koziara (Western) – (360) Scott Sackett (Eastern) – (509)

Washington State Archives: Partners in preservation and access Thank you!