Archiving/Retention Schedule & Disaster Recovery

Archiving and disaster recovery are addressed simultaneously on this page, as archiving procedures may also fulfill an agency's disaster recovery plan for websites. Please check with your agency's system administrator to discuss such options.

General

  • Web sites fall under Record Retention Schedule 124-1-41, which is now required.

    The State Records Web Page Guidelines

    Schedule 124

  • All webmasters should visit with their systems/network administrator to determine the best location to house archives or if an outside source should be used.

Practices

  • The first archive should be a complete snapshot of the website. After the initial archive, only those files with changes need be archived.
  • Any website redesigns (including changes in the look and feel) should be archived and be a complete snapshot of the website. Again, after the initial archive, only those files with changes need be archived.
  • HTML, PHP, JavaScript, JAVA, CGI and any other files that comprise a website and exist solely on the website should be archived.
  • PDF, word processing, spreadsheet and other files of this nature are replicated from electronic files elsewhere and are subject to their own, separate corresponding retention schedules.
  • Archives should be kept in two separate locations — a local hard disk, on a network system and/or CD, DVD or optical disk.

Substantial Changes

  • Any changes within an HTML document's displayed content that concerns the agency or functions and actions of the agency.
  • Any changes to a date, time, location, address, and/or telephone number of the agency or actions of the agency (i.e. public hearings, public meetings, etc.)
  • Navigation or any other changes that may affect Section 508, ADA compliance.
  • Any changes that could have liability implications for the agency.

Suggestions

  • Archive files with a date reference (i.e., index.html is saved as index01-31-03.html).
  • Create an archive folder with a date reference and save all changed files within that folder.
  • When possible, link to rules and regulations, statutes, etc., rather than contain a separate version on your site.
  • Post public hearings and meetings on the State Calendar of Events.
  • Archive practices could also double as a portion of your agency's Disaster Recovery Plan for electronic files and documents. Visit with your systems/network administrator to determine steps in which both duties may be fulfilled through one set of practices.