Transcript Managing your web records

Managing your web records
Patrick Power
Manager, Government Recordkeeping
Programme
Archives New Zealand
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Overview
• The web information continuity project
• The guide to managing web records – basic concepts
and strategies
• Suggestions about where to start
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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
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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
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The guide to managing web records
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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.
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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.
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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?
Web records
Documentation: Why was the
website created? How was it
managed? What policies and
procedures applied?
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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.
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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
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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
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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.
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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!
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Managing websites no longer in current use
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When to archive websites.
Harvesting / Snapshots.
Transaction logs / versioning / rollbacks.
Digital preservation approaches
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Where to start?
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.
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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.
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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.
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Further Information
The guide: http://tinyurl.com/yc95tqg
The website: http://www.archives.govt.nz/
Via email: [email protected]
Via telephone: (04) 499 5595