Transcript Managing_your_web_records_-_Auckland_

Managing your
web records?
Patrick Power
Manager
Government Recordkeeping Programme
Digital
information
lasts forever,
or five years,
whichever
comes first.
Jeff Rothenberg., Scientific American,
January 1995.
1997
1998
2000
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1997
2001
The web information continuity project
Research
Guidance
Literature Review
Develop Guide
Case Studies
Determine Web Archiving
Relationships
Project Team
Alice Patterson, Stephen Clarke, Cheryl Pointon
Anna Crooks – 3months web design
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
The guide to managing web records
Basic concepts
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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.
What is a web record?
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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.
What is the difference between web records and
publications?
Information available to the public:
pages, images, documents
Publications
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?
Web records
Recordkeeping strategies:
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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.
Recordkeeping framework
• Web records should be incorporated into the wider
organisational recordkeeping framework
• What does this mean?
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Identify principles and strategies for managing web records
Define responsibility for capture and management
Communicate this to staff
Regularly monitor and review effectiveness
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
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.
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!
Managing websites no longer in current use
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When to archive websites.
Harvesting / Snapshots.
Transaction logs / versioning / rollbacks.
Digital preservation approaches
Where to start?
First steps
• Read the guide
• If you are a records person, talk to your web team or teams.
Find out about the information they are creating and the
systems they use to manage it
• If you are a web person, talk to your records team. Find out
about the organisation’s recordkeeping requirements.
• Concentrate on managing new web information to start with
– there is no obligation to have a programme to ‘retro fit’
systems
• Prioritise ‘at risk’ information
• Raise awareness and get senior management support
Make friends with your IT people
Courtesy National Archives of Australia
Further steps
• Include web information in your recordkeeping framework.
• 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.
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: http://tinyurl.com/yc95tqg
The website: http://www.archives.govt.nz/
Via email: [email protected]
Via telephone: (04) 499 5595