Our organization doesn't have any experience with managing web records
yet, but I have found a useful resource on this published Jan. 2005 by
the U.S. National Archives & Records Administration:

http://www.archives.gov/records-mgmt/policy/managing-web-records-index.h
tml


Annemarie Toth-Waddell
Information Access Manager & RIM Manager for the Legislative Assembly,
Legislative Library,
Legislative Assembly of Ontario,
Queen's Park,
Toronto,  ON  M7A 1A9  
Telephone: (416) 314-8515  Fax: (416) 314-8541
E-mail: [log in to unmask]


-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of John Annunziello
Sent: Friday, August 11, 2006 11:40 AM
To: [log in to unmask]
Subject: [RM] Web records

We are just at the beginning stages of looking at our web site and
trying 
to capture the information and retain it in some cases, for long term 
preservation.  I understand that as in all things, we need to look at
the 
content and the retention period that applies to that content.    There 
are some questions which we are struggling with.  If anyone has tackled 
these successfully and has answer, I would appreciate hearing you:

We have an EDRMS.  Are you using your EDRM system to store your web
pages? 
 How are you storing them, as HTML, XML, PDF or as TIF's.  If stored as 
HTML, and the retention period for the document is 25 years, are you 
convinced there will be a browser available through the years to open
the 
record?  Is there a more stable format or way to store these?

 If a report is posted to the website and changes are made to it, are
all 
changes kept?  Are they versioned?  As records staff provide direction
and 
 feedback to web staff , is it common for an in-house webmaster to
manage 
the content and follow the retention schedule?

The managing of and determination of what is or isn't a record within
the 
web is a huge job.  My staff are already quite spent in managing the day

to day record activities.  As a result, do many of you store the whole
web 
content for convenience sake and keep the tape for the longest retention

period of the documents stored? (Don't beat me up on this one, I know
it's 
not ideal)  If so, how often do you save it?  How is it possible to 
capture every little change that is made?  Do you use software to help 
manage this?  If so, what do you use? 

If any of you can suggest reading material on this, that would be great.

As always, thanks for any replies.




John Annunziello
Manager, Records and Information 
Toronto and Region Conservation Authority
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"Information is a corporate, strategic asset that needs to be managed"

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