1. Washington State Archives Documenting Democracy Washington State Archives September 2010 Managing Public Records Websites, Databases, and Social Media

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

3. Washington State Archives Documenting Democracy Retention Requirements of Agency Websites

4. Washington State Archives Documenting Democracy 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)… …so Internet sites are public records

5. Washington State Archives Documenting Democracy 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)… …so Intranet sites are public records

6. Washington State Archives Documenting Democracy 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)

7. Washington State Archives Documenting Democracy Which Schedule do I Use? Local agencies use both: 1)Local Government Common Records Retention Schedule (CORE) AND 2)Sector-specific records retention schedules (including LGGRRS)

8. Washington State Archives Documenting Democracy Which Schedule do I Use? State agencies use both: 1)State Government General Records Retention Schedule AND 2)Agency unique records retention schedules

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

10. Washington State Archives Documenting Democracy Applying Retention to Agency Websites

11. Washington State Archives Documenting Democracy Records Retention - Three areas 1.Website Design/Architecture 2.Website Content 3.Changes to Website Content

12. Washington State Archives Documenting Democracy 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

13. Washington State Archives Documenting Democracy Website Design / Architecture – Local Agencies 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”

14. Washington State Archives Documenting Democracy Website Design / Architecture – State Agencies Records series currently not well covered for state agencies in State Government General Records Retention Schedule Issue flagged for review in 2010

15. Washington State Archives Documenting Democracy Content Typically, website content falls into 3 main categories: 1.Database-Driven Content 2.Secondary Copies of Other Public Records 3.Advice / Information

16. Washington State Archives Documenting Democracy 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)

17. Washington State Archives Documenting Democracy 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

18. Washington State Archives Documenting Democracy 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)

19. Washington State Archives Documenting Democracy 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

20. Washington State Archives Documenting Democracy Content – Secondary Copies 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”

21. Washington State Archives Documenting Democracy 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”

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

23. Washington State Archives Documenting Democracy 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

24. Washington State Archives Documenting Democracy 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)?

25. Washington State Archives Documenting Democracy Why Document Changes 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)

26. Washington State Archives Documenting Democracy 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

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

28. Washington State Archives Documenting Democracy Changes to Content 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”

29. Washington State Archives Documenting Democracy 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.

30. Washington State Archives Documenting Democracy Website Spidering

31. Washington State Archives Documenting Democracy 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.

32. Washington State Archives Documenting Democracy 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)

33. Washington State Archives Documenting Democracy Transferring Archival Website Records

34. Washington State Archives Documenting Democracy 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)

35. Washington State Archives Documenting Democracy Logging Blogs, Keeping Tweets: Records Retention and Web 2.0

36. Washington State Archives Documenting Democracy Do you?

37. Washington State Archives Documenting Democracy Blogs, Wikis, Twitter, and emerging “technology du jour” Five key considerations: 1.Are they public records? 2.Are they primary or secondary copies? 3.How long do they need to be kept? 4.How will they be retained by the agency? 5.Is this technology appropriate?

38. Washington State Archives Documenting Democracy 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. Washington State Archives Documenting Democracy 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. Washington State Archives Documenting Democracy Tips and hints to aid retention Series of email exchanges on content, when posted, when withdrawn, updates, etc. 3 rd party software or content management systems TwInbox TweetTake ArchiveFacebook SocialSafe

41. Washington State Archives Documenting Democracy Questions? 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

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