Managing your web records Patrick Power Manager, Government Recordkeeping Programme Archives New Zealand.

Slides:



Advertisements
Similar presentations
1 of 15 Information Access Internal Information © FAO 2005 IMARK Investing in Information for Development Information Access Internal Information.
Advertisements

A centre of expertise in data curation and preservation London :: ARK Group Workshop: Archiving the Web :: 28 Sept 2006 Funded by: This work is licensed.
Smarter Information Management Presenter: Dianne Macaskill Chief Executive Archives New Zealand.
Introduction to Recordkeeping
Digital Futures International Forum - Tuesday 18th September 1 Digital Futures International Forum The Digitisation Standard: Back & Forth Stephen Clarke.
1 Auditing in the Public Interest Records Management in the Victorian Public Sector Audit objective Audit had two objectives : The first objective was.
Recordkeeping for Good Governance Toolkit
Government Recordkeeping Update September 2008 Evelyn Wareham, Programme Manager, Digital Sustainability, Archives New Zealand.
Government Recordkeeping Update March 2009 Kate Jones, Senior Advisor Government Recordkeeping Programme,
Standard on records management Catherine Robinson Senior Project Officer, Government Recordkeeping Records Managers Forum, 26 November.
Recordkeeping for Good Governance Toolkit Guideline 10: Starting an Appraisal Programme Tuvalu June 2013.
Washington State Archives February 2010 Presented by: Russell Wood – State Records Manager Managing Public Records of Agency Websites.
Government Recordkeeping Update March 2008 Evelyn Wareham, Manager, Government Recordkeeping, Archives New Zealand.
University of Illinois Archives Slide 1 Issues in Electronic Record Keeping Presentation to Electronic Records Working Group Chris Prom, Assistant University.
Washington State Archives Documenting Democracy Washington State Archives September 2010 Managing Public Records Websites, Databases, and Social Media.
10.5 Report Performance The process of collecting and distributing performance information, including status reports, progress measurements and forecasts.
Audit Program: Introduction. Our role Located within the Tasmanian Archives and Heritage Office (TAHO), the Government Recordkeeping team.
Government Recordkeeping Update November 2009 Patrick Power, Manager, Government Recordkeeping Programme, Archives New Zealand.
Digitisation: Do it Well, Do it Once Government Recordkeeping Forum Auckland 29 October 2010 Anna Gulbransen, Advisor, Government Recordkeeping Programme.
Basic Electronic Records Management
Recordkeeping Forum The partnership between Archives New Zealand and Agencies Presenter: Dianne Macaskill Chief Executive Archives New Zealand.
Government Recordkeeping Update March 2009 Greg Goulding, Group Manager, Government Recordkeeping Group, Archives New Zealand.
Washington State Archives Presented by: Leslie Koziara Electronic Records Management Consultant Part 1: Managing Your Records.
How we did it: Enterprise Content Management at the County of San Diego Rich Grudman Program Administrator10/9/08.
Good Digital Records Don’t Just ‘Happen’ Embedding Digital Recordkeeping as an Organic Component of Business Processes and Systems Adrian Cunningham, National.
G17: Recordkeeping for Business Activities Carried out by Contractors Patrick Power, Manager Government Recordkeeping Programme Archives New Zealand.
Records Managers’ Forum 28 February Draft standard on the appraisal and disposal of State records Catherine Robinson Senior Project Officer, Government.
Recordkeeping for Good Governance Toolkit Digital Recordkeeping Guidance Funafuti, Tuvalu – June 2013.
Government Recordkeeping Update December 2008 Greg Goulding, Group Manager, Government Recordkeeping Group, Archives New Zealand.
Mary Ott RIM Specialist NE SOS-Records Management Division March 20, 2012.
Emerging Technologies and Guideline 1. Subsequent screens do not need basewave or logo Font must be Gill Sans.
Web (Website) Records Management. Agenda:  Brief Definitions and Outline – NARA  Vendors  Member Q & A  Who has formal policies for web/website management?
Demystifying disposal Tony Leviston and Dawn Routledge Demystifying disposal 17 February 2003.
fact sheet (07/03/2007) 1 ARE ARCHIVING SOLUTIONS RECORDKEEPING SOLUTIONS? 7 th March 2007 Stephen Clarke Government Recordkeeping Programme.
Implementing the Standard on digital recordkeeping.
Allegra Huxtable Manager Government Recordkeeping Tasmanian Archives and Heritage Office.
Update on Current Developments Archives New Zealand.
Restructuring Mergers and CHANGE! Recordkeeping Advice Alice Patterson, Senior Advisor Government Recordkeeping Programme.
1 Strategic Plan for Digital Archives Programme DAP PROJECT SCOPE OVERVIEW STATUS.
Guide - Recordkeeping for business activities carried out by contractors Natalie Dewson Senior Advisor Government Recordkeeping Programme Archives New.
Government Recordkeeping Update March 2010 Patrick Power Manager Government Recordkeeping Programme.
Legacy Records Programme Update on the Legacy Records Programme Auckland Government Recordkeeping Forum 17/11/2009 Cheryl Pointon, Acting Manager Appraisal.
Managing your web records? Patrick Power Manager Government Recordkeeping Programme.
The Government Recordkeeping Survey 2008 Natalie Dewson, Senior Advisor, Government Recordkeeping Programme, Archives New Zealand.
Taming the wild frontier Australian Innovations in Digital Records Creation and Capture Colleen McEwen National Archives of Australia.
Exposure draft - Standard on Digital Recordkeeping Exposure draft - General Retention and Disposal Authority for Source Records that have been Migrated.
Government Recordkeeping Update June 2008 Greg Goulding, Group Manager, Government Recordkeeping Group, Archives New Zealand.
Washington State Archives Presented by: Russell Wood – State Records Manager Julie Woods – Local Government Records Specialist Managing Your Records Public.
Moira Fraser and Peter Carr Parliamentary Service and Office of the Clerk Parliament’s website: Our thinking about the recordkeeping issues of managing.
Recordkeeping for Good Governance Toolkit Workshop PARBICA 14 Evidence and Memory in the Digital Age.
Records and the Law Jan Liebaers Cayman Islands National Archive.
Government Recordkeeping Update December 2009 John Roberts, Acting Group Manager, Government Recordkeeping Group, Archives New Zealand.
Recordkeeping Forum - Wellington - 05/09/20071 Government Recordkeeping Update September 2007 Greg Goulding Group Manager, Government Recordkeeping Group,
Government Recordkeeping Update September 2009 John Roberts, Acting Group Manager, Government Recordkeeping Group, Archives New Zealand.
Government Recordkeeping Update March 2009 Mick Crouch, Business Analyst Digital Sustainability Archives New Zealand.
Managing Records: Good government, Better business. FOI Presentations to Boards & Committees Cayman Islands National Archive November 2008.
SCHOOLS FINANCE OFFICERS MEETINGS Records Management, “Paper-Lite” Environments and Procedures when a school closes Elizabeth Barber.
A New Standard for Disposal Mark Crookston Senior Advisor Appraisal Government Recordkeeping Group.
25 Years and Beyond: The Benefits of Managing over 25 Year Old Records John Roberts, Group Manager Archives Management Archives New Zealand.
Recordkeeping Forum - Wellington - 06/06/20071 Government Recordkeeping Update June 2007 Evelyn Wareham Manager, Government Recordkeeping Programme Archives.
@ulccwww.ulcc.ac.uk IRMS Cymru October 2015 From EDRMS to digital archive: a wish-list for ways to preserve digital records.
Christchurch 23/11/20071 Kate Jones, Government Recordkeeping Programme, Archives New Zealand Exposure Draft Standards for the Creation and Maintenance.
WORKPLACE INFORMATION The exponential growth of data permeating businesses places them under enormous pressure to store, protect, distribute and archive.
What ICT specialists need to know about information and records Christine Johnston.
Recordkeeping Standards Kathryn Dan, with acknowledgements to Kye O’Donnell, Public Record Office Victoria.
LRC Network Planning for Records Management improvement Kathryn Dan, GM University Records and Policy.
What standards, relevant to me, are there? Barbara Reed Chair, Standards Australia IT 21 Committee on Records and Document Management Systems.
Rich Grudman Program Administrator 10/9/08
Strategic uses of Web Content Management Systems
Presentation transcript:

Managing your web records Patrick Power Manager, Government Recordkeeping Programme Archives New Zealand

7/12/2009 Managing your web records2

7/12/2009 Managing your web records3

7/12/2009 Managing your web records4

7/12/2009 Managing your web records5

7/12/2009 Managing your web records6

7/12/2009 Managing your web records7

7/12/2009 Managing your web records8

7/12/2009 Managing your web records9 Overview The web information continuity project The guide to managing web records – basic concepts and strategies Suggestions about where to start

7/12/2009 Managing your web records10 The web information continuity project Research Literature Review Case Studies Guidance Develop Guide Determine Web Archiving Relationships Project Team Alice Patterson, Stephen Clarke, Cheryl Pointon Anna Crooks – 3months web design

7/12/2009 Managing your web records11 Some findings In New Zealand public offices and local authorities are aware of the Public Records Act, and that web information is subject to the Act. Responsibility for web records is not always clear Risk assessment and appraisal/disposal often neglected Metadata requirements are frequently not considered, especially when building a new website Ability to recover evidence of past states often not tested Confusion about what is a web record and what is a publication, and what responsibilities are

7/12/2009 Managing your web records12 The guide to managing web records

7/12/2009 Managing your web records13 Basic concepts What is a web record? What is the difference between web records and publications? Creating and maintaining web records. Systems for managing web records. Risks to web records. Deciding what web records to keep. Access to web records. Digital continuity.

7/12/2009 Managing your web records14 What is a web record? Information on public websites Information on intranets and secured extranets Blogs, wikis, shared workspaces Information in administrative systems used to run websites (change logs etc.) Records relating to the creation, management, and disestablishment of web sites.

7/12/2009 Managing your web records15 What is the difference between web records and publications? Information available to the public: pages, images, documents Metadata: Who published it? When was it approved? What changed? What application was used to do it? Documentation: Why was the website created? How was it managed? What policies and procedures applied? Publications Web records

7/12/2009 Managing your web records16 Recordkeeping strategies: Recordkeeping framework. Sentencing and disposal. Using metadata to describe web records. Implementing a migration strategy. Using a content management system as a recordkeeping system. Using an electronic recordkeeping system to manage web records. An integrated approach to managing web records.

7/12/2009 Managing your web records17 Recordkeeping framework Web records should be incorporated into the wider organisational recordkeeping framework What does this mean? Identify principles and strategies for managing web records Define responsibility for capture and management Communicate this to staff Regularly monitor and review effectiveness

7/12/2009 Managing your web records18 Sentencing and disposal Implement authorised disposal requirements as close as possible to creation. This can save money and resources. A CMS may allow you to automate aspects of sentencing and disposal using the content scheduling function. Public offices can apply GDAs, agency-specific disposal authorities, or undertake a one-off appraisal Local authorities can use the Local Government Schedule to assess long term value. Decommissioned websites which have been successfully harvested by the National Library may be destroyed under GDA4 Class 5.4

7/12/2009 Managing your web records19 Metadata Specific recordkeeping metadata is needed. Use the Electronic Recordkeeping Metadata Standard to determine minimum metadata requirements. Use the accompanying Technical Specifications for guidance on what information to actually capture.

7/12/2009 Managing your web records20 Approaches to Managing Web Information Using a CMS as a recordkeeping system. Using an EDRMS to manage web records. Integrating systems. Approaches vary in complexity, level of automation, and of course, cost of implementation!

7/12/2009 Managing your web records21 Managing websites no longer in current use When to archive websites. Harvesting / Snapshots. Transaction logs / versioning / rollbacks. Digital preservation approaches

Where to start?

7/12/2009 Managing your web records23 First steps Read the guide Talk to your web team or teams. Find out about the information they are creating and the systems they use to manage it. Assess the information on your website/s. Concentrate on managing new web information to start with – there is no obligation to have a programme to ‘retro fit’ systems Include web information in your recordkeeping framework.

7/12/2009 Managing your web records24 Further steps Appraise your web information. How much value does it have? How long does it need to be kept? Manage the information only for as long as it is needed. Think about the organisational and technical requirements of different approaches. Technical approaches can range from simple manual processes to complex system integrations. Consider people and business processes as much as technical processes. Choose an approach that best suits your needs. Test it.

7/12/2009 Managing your web records25 Key points We have a new guide to managing web records, and we think you should read it. There’s no one best way to manage your web records, but the guide will help you to make decisions. Your recordkeeping framework should include web records. You don’t have to keep all of your web information forever. In fact, you’d be crazy to try.

Further Information The guide: The website: Via Via telephone: (04)