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

recordsmanagement@sos.wa.gov

www.sos.wa.gov/archives

Washington State Archives: Partners in preservation and access

Thank you!