Keeping records of your website
  WE Believe in Community conference

    Local Government Web Network

          20-21 Au...
About State Records
   1,553,894 website visits
   55,948 reading room visitors
   25,554 original archives used
   42...
Future Proof
 Digital records strategy for New South Wales
  government
 Aims:
   improving digital recordkeeping acros...
What is a digital record?
 Digital information captured at a specific point in time that
 is kept as evidence of business ...
Some digital records are State
records
 That is, digital records that are “..made and kept, or
  received and kept, by an...
Council websites
 Many official functions of a Council are performed via the
  Council website
 Much of the information ...
Standard on digital recordkeeping
 A set of 9 minimum requirements for making and keeping
 digital records, to ensure Cou...
Government 2.0 – depends on
recordkeeping!
 Government 2.0 Issues Paper cites the OECD Principles
  for public sector inf...
Ok so how do we do it?
1. Share responsibility




       Sharing, Ryancr, 2006, http://www.flickr.com/photos/ryanr/142455033/
2. Tackle high risk business first




    ‘Man on wire’, 2009
       http://witneyman.files.wordpress.com/2009/02/man-on-...
3. Assess website records type/s
4.Identify the recordkeeping
requirements
 Is there a business / regulatory / societal requirement for a record to
  be k...
5. Devise an appropriate
recordkeeping strategy
 Consider the recordkeeping requirement, including:
    The type of reco...
Options for keeping web records
 Retain in WCMS – use ‘roll back capabilities’ - short term
  value, needs to be kept exa...
Example 1: Council meeting papers
and minutes
 Long term retention (Required as State archives)
 Possibly already captur...
Example 2: News updates

 Mixture of high and low risk information
 Important to keep a record of when item was publishe...
Example 3: Website transactions

 Online surveys, forms – where low risk the record may
 best be made in back end systems...
..and finally

 Don’t forget to ‘Future Proof’ your web records!
Obsolescence
Obsolescence can affect hardware, software and even the arrangement of the
data in a stored file.
Obsolescenc...
File formats may be superseded




    MacDraw, FHKE, 2007, http://www.flickr.com/photos/fhke/370326408/
Storage medium may be
superseded




                   Gallery of Obsolete Formats 1, jen-the-librarian, 2007
           ...
The device
needed to
read the
medium
may no
longer be
produced
                       Sony Betamax, Nesster, 2009,
       ...
Software
used to
create,
manage or
access digital
content may
be
                 Windows 1.0: the MS-DOS executive, Renan...
Computers themselves are being
superseded



                             Old computers, eurlief, 2006,
                  ...
Vendors merge, emerge and fade


        GONE
Things can fall apart




     Broken computer. Miss Rogue, 2007, http://www.flickr.com/photos/missrogue/347361369/
Tips for long term accessibility of
your web records
  Use open formats
  Keep records in recordkeeping systems
  Compl...
For more information

 www.records.nsw.gov.au
 http://futureproof.records.nsw.gov.au
 Cassie Findlay
    Ph: (02) 8247...
Keeping Web Records Lg Web Network August 2009
Keeping Web Records Lg Web Network August 2009
Keeping Web Records Lg Web Network August 2009
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Keeping Web Records Lg Web Network August 2009

  1. 1. Keeping records of your website WE Believe in Community conference Local Government Web Network 20-21 August 2009
  2. 2. About State Records  1,553,894 website visits  55,948 reading room visitors  25,554 original archives used  42 community access points to State archives collection across NSW  395 kilometres of noncurrent records stored at Western Sydney  59.8 kilometres of standard format archives in custody  239,876 record items discoverable  State Records Annual Report 2007-8
  3. 3. Future Proof  Digital records strategy for New South Wales government  Aims:  improving digital recordkeeping across government  implementing a digital archiving facility for New South Wales government  Products, services:  Published guidance, standards, updates and training  Ad hoc advice to public offices including Councils
  4. 4. What is a digital record? Digital information captured at a specific point in time that is kept as evidence of business activity. Why?, Twin Peaks, 2009, http://www.flickr.com/photos/twinpeaks/3341 130550/in/photostream/
  5. 5. Some digital records are State records  That is, digital records that are “..made and kept, or received and kept, by any person in the course of the exercise of official functions in a public office, or for any purpose of a public office, or for the use of a public office.”  State Records Act 1998, s.3 (1)
  6. 6. Council websites  Many official functions of a Council are performed via the Council website  Much of the information on the website will satisfy the criteria for being State records  Digital State records must be managed in conformance with the requirements of the Standard on digital recordkeeping
  7. 7. Standard on digital recordkeeping  A set of 9 minimum requirements for making and keeping digital records, to ensure Councils have available, authentic, meaningful evidence of their past business:  minimum requirements for defining which records are saved into digital recordkeeping systems & what these systems’ minimum functionalities must be  minimum requirements for recordkeeping metadata, and  minimum requirements for recordkeeping metadata management.
  8. 8. Government 2.0 – depends on recordkeeping!  Government 2.0 Issues Paper cites the OECD Principles for public sector information, including:  5. Integrity. Maximising the integrity and availability of information through the use of best practices in information management. Developing and implementing appropriate safeguards to protect information from unauthorised modification or from intentional or unintentional denial of authorised access to information.  http://www.oecd.org/dataoecd/0/27/40826024.pdf or http://tinyurl.com/kpgova.
  9. 9. Ok so how do we do it?
  10. 10. 1. Share responsibility Sharing, Ryancr, 2006, http://www.flickr.com/photos/ryanr/142455033/
  11. 11. 2. Tackle high risk business first ‘Man on wire’, 2009 http://witneyman.files.wordpress.com/2009/02/man-on-wire.jpg,
  12. 12. 3. Assess website records type/s
  13. 13. 4.Identify the recordkeeping requirements  Is there a business / regulatory / societal requirement for a record to be kept?  How often does this information change? Are all changes required as records?  What is the risk in not keeping this record? Or keeping some changes but not all?  Is the information already captured as a record elsewhere?  Is it necessary to (also) capture the web version as a record? the date when the page was published / taken down, by whom? the page exactly as it looked or just its content?  How long does the record need to be kept?
  14. 14. 5. Devise an appropriate recordkeeping strategy  Consider the recordkeeping requirement, including:  The type of record needing to be kept  The rate of change of the information  Static / dynamic / transactional?  The retention period  Risk  And determine:  How (technically) to capture the record  How often to keep a record  Who is responsible  Where to keep the record
  15. 15. Options for keeping web records  Retain in WCMS – use ‘roll back capabilities’ - short term value, needs to be kept exactly as viewed  Copy / export documents or pages to an EDRMS – necessary when records are longer term value  RSS feed to records manager – for frequently updated pages  Web harvesting – good for ‘snapshots’ – but may miss dynamic content and some pages eg. Heritrix, HTTrack  Capture transactions at the web server – to save requests and responses including on the fly content. For high risk business. eg Vignette, PageVault
  16. 16. Example 1: Council meeting papers and minutes  Long term retention (Required as State archives)  Possibly already captured in Council recordkeeping system  Council may need to demonstrate date published to meet s.12 requirements  Options  Make a record of uploading of documents, point to records already kept in recordkeeping system  Also save web published versions to recordkeeping system
  17. 17. Example 2: News updates  Mixture of high and low risk information  Important to keep a record of when item was published in some cases  Selective capture not easy  Mixture of short and long term retention periods  Options:  RSS feed to records manager  Automated capture of each version of the news page as published
  18. 18. Example 3: Website transactions  Online surveys, forms – where low risk the record may best be made in back end systems (eg change of address). Keep a record of the form and all changes.  More complex transactions eg interactive maps – if high risk there may be value in capture of interactions (sessions), but will be high cost  Compromise is to ensure records are kept of the capability and contents and dates in use
  19. 19. ..and finally  Don’t forget to ‘Future Proof’ your web records!
  20. 20. Obsolescence Obsolescence can affect hardware, software and even the arrangement of the data in a stored file. Obsolescence can occur at an alarmingly fast rate. MAGLEV Train and Rickshaw, Shanghai, Soctech, 2005, http://www.flickr.com/photos/soctech/43279549/
  21. 21. File formats may be superseded MacDraw, FHKE, 2007, http://www.flickr.com/photos/fhke/370326408/
  22. 22. Storage medium may be superseded Gallery of Obsolete Formats 1, jen-the-librarian, 2007 http://www.flickr.com/photos/jennieb/921595498/ Magnetic tape
  23. 23. The device needed to read the medium may no longer be produced Sony Betamax, Nesster, 2009, http://www.flickr.com/photos/nesster/3714783252/
  24. 24. Software used to create, manage or access digital content may be Windows 1.0: the MS-DOS executive, Renan Birck, 2007, http://www.flickr.com/photos/renanbirck/354258596/ superseded
  25. 25. Computers themselves are being superseded Old computers, eurlief, 2006, http://www.flickr.com/photos/eurleif/255241547/
  26. 26. Vendors merge, emerge and fade GONE
  27. 27. Things can fall apart Broken computer. Miss Rogue, 2007, http://www.flickr.com/photos/missrogue/347361369/
  28. 28. Tips for long term accessibility of your web records  Use open formats  Keep records in recordkeeping systems  Comply with Standard on digital recordkeeping to ensure adequate metadata  Migrate with care  Avoid removable media
  29. 29. For more information  www.records.nsw.gov.au  http://futureproof.records.nsw.gov.au  Cassie Findlay  Ph: (02) 8247 8629  cassandra.findlay@records.nsw.gov.au

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