Web Presentation Guide 5.1
Records Retention

Action
Ensure that records are retained for agency Web sites under the state's General Schedule or the agency's unique records retention schedule.

Why
State law, Chapter 40.14 RCW requires that all state records (regardless of the media) are scheduled and approved by the State Records Committee. Scheduling records allows for their proper retention and disposal.

What/How
Web pages and Web-based systems are public records. Some records may be of a transitory nature while others may be used as a means of conducting official business between agencies and clients or customers. Work with your agency records officer to inventory and include Web content on approved agency records retention schedules, and to transfer Web records with historical value to the State Archives at the end of their retention periods

• Establish retention periods and strategies for record keeping.
• Use a team of agency staff including: records management, Web site administrators, information technology, and agency business staff to evaluate the value of the various types of records. For example, records that document the processes involved in planning, designing, producing and maintaining Web resources should be captured and retained.
• Make decisions within each agency based on the content of a particular Web site.
• Track and record changes to Web sites.
• Use full backups to provide archival copies of Web content.

Checklist: Records Retention

Topic		Complete
a.	Review the state general schedule and the records retention schedule for your office with your agency Records Officer and Information Services staff to determine if all Web records are covered. Identify those that apply.
b.	Schedule those records that are not covered by the state general schedule or your office schedule with your agency Records Officer.
c.	Assure that Web site records are managed in accordance with the applicable records retention schedules.

Resources

State Archives	Records and Information Management
Digital Archives	Publications for State and Local Government Agencies
General schedules for state agencies and Appendix B - Web site Records	General schedules for state agencies and Appendix B - Web site Records
Washington's enterprise Web content management solution	Technology to assist with Web content management including creation of archival copies of Web content.

Related guide topics

• Copyright
• Maintenance