Washington State Archives

1. Washington State Archives Managing Public Records Websites, Databases, and Social Media October 2010

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

3. Retention Requirements of Agency Websites

4. 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 Websites are Public Records

5. 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 Websites are Public Records

6. All state and local agencies must retain all web content in accordance with the approved retention schedules. (WAC 434-662-140) 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) Retention Requirements

7. Local agencies use both: Local Government Common Records Retention Schedule (CORE) AND Sector-specific records retention schedules (including LGGRRS) Which Schedule do I Use?

8. State agencies use both: State Government General Records Retention Schedule AND Agency unique records retention schedules Which Schedule do I Use?

9. All General & Sector Schedules: http://www.sos.wa.gov/archives/ RecordsManagement/ State Agency Unique Schedules: Contact your Agency’s Records Officer Where to Find Schedules

10. Applying Retention to Agency Websites

11. Website Design/Architecture Website Content Changes to Website Content Records Retention - Three areas

12. 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

13. 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” Website Design / Architecture – Local Agencies

14. 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 – State Agencies

15. Typically, website content falls into 3 main categories: Database-Driven Content Secondary Copies of Other Public Records Advice / Information Content

16. 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

17. 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 – Database-Driven

18. 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

19. 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

20. 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 – Secondary Copies

21. 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

22. Actual advice / information about the agency, its programs and services, that is not duplicated elsewhere in the agency’s records Content – Advice / Information

23. 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 Content – Advice / Information

24. Records documenting the publishing of website content: Requests and approvals to upload / update / remove content? Point-in-time records of webpages (snapshots)? Changes to Content

25. 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) Why Document Changes

26. 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

27. Tools / techniques can range from: Content Management Systems (CMS) down to Series of email exchanges between content author and agency webmaster Changes to Content

28. 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” Changes to Content

29. 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

30. Website Spidering

31. 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

32. 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) Website Spidering

33. Transferring Archival Website Records

34. For website content that is Archival: Contact Digital Archives - (509) 235-7509 Advice on Digital Archives’ website: www.digitalarchives.wa.gov(under “Services” tab) Transferring Archival Websites

35. Logging Blogs, Keeping Tweets: Records Retention and Web 2.0

36. Do you?

37. Five key considerations: Are they public records? Are they primary or secondary copies? How long do they need to be kept? How will they be retained by the agency? Is this technology appropriate? Blogs, Wikis, Twitter, and emerging “technology du jour”

38. 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

39. 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?

40. 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 • TwInbox • TweetTake • ArchiveFacebook • SocialSafe

41. Electronic Records Management Consultants Scott Sackett (Eastern WA) Leslie Koziara (Western WA) scott.sackett@sos.wa.gov leslie.koziara@sos.wa.gov (509) 413-3296 (360) 586-4893 Records Management Program, Olympia recordsmanagement@sos.wa.gov Subscribe to listserv for the latest updates http://www.sos.wa.gov/archives/ RecordsManagement/records_local.aspx Questions?

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