Washington State Archives Managing Public Records of Agency

Washington State Archives Managing Public Records of Agency Websites February 2010 Presented by: Russell Wood – State Records Manager

Overview This session will cover: • What are the retention requirements • How to apply retention to websites • Archives’ Website Spidering Program • Transferring archival websites

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 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? Design / Architecture Content (Iteration #1) Content (Iteration #2) 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 (GS 50 -06 A-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 50 -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 (GS 2010 -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 -4893 Scott Sackett (Eastern) – (509) 413 -3296 recordsmanagement@sos. wa. gov www. sos. wa. gov/archives

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