Web (Website) Records Management. Agenda:  Brief Definitions and Outline – NARA  Vendors  Member Q & A  Who has formal policies for web/website management?

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Presentation transcript:

Web (Website) Records Management

Agenda:  Brief Definitions and Outline – NARA  Vendors  Member Q & A  Who has formal policies for web/website management?  What are your policies?  What web records do you control?  What technologies have you implemented?  Who is involved?

 What are Web Records?  Personal websites  Corporate websites (Informational/Transactional)  Corporate Intranets, Employee Portals, Client Extranets  Wiki’s  Twitter  Social Networking (Facebook, LinkedIn)…

 What are trustworthy records? What are trustworthy records?  Reliability. A reliable web site is one whose content can be trusted as a full and accurate representation of the transactions, activities, or facts to which it attests and therefore can be depended upon in the course of subsequent transactions or activities.  Authenticity. An authentic web site is one that is proven to be what it purports to be and to have been created by the agency with which it is identified.  Integrity. The integrity of a web content record refers to it being complete and unaltered.  Usability. A usable web site is one that can be located, retrieved, presented, and interpreted.

 Defining Web/Web site records Content: The actual HTML-encoded pages themselves and additional content files referenced therein or content created by end users interacting with the web site. Maintenance of these web content records is necessary to support all of the characteristics of trustworthiness: reliability, authenticity, integrity, and usability. Context: Administrative and technical records necessary for or produced during the management of an agency web site. Maintenance of these records provides a context for web operations, which attests to the reliability, authenticity, and integrity of an agency's web site. Structure: For those web sites (or portions) that have been appraised as permanent and for high-risk temporary sites, a site map indicating the arrangement of a web site's content pages and software configuration files of content management systems. Maintenance of this record provides a structure for content records and thereby enables the integrity and usability of both current and preserved versions of an agency web site.

 Risk Assessment – Each organization must conduct its own assessment. What are your risks associated with web content? Risk related to the trustworthiness of the records (e.g. legal challenge) over the record lifetime. Unauthorized loss or destruction of records.

 Mitigating Risk: Document systems used to create and maintain web records Secure environment to protect unauthorized alteration/destruction SOP’s for creation, use and management Retention schedule

 Roles & Responsibilities: Content can/does originate from many areas within an organization – staff and contractors. Program office (records) or Webmaster office? Ideally a team – program/records, management and technical.

Vendors:  Microsoft - Commerce Server, SharePoint 2007  Interwoven – TeamSite  OpenText - RedDot Web Content Management  IBM - IBM® FileNet® Web Site Manager  EMC - Documentum Web Publisher  Many, many more…

 Member Q & A  Who has formal policies for web/website management?  What are your policies?  What web records do you control?  What technologies have you implemented?  Who is involved?