ERC Managing Web Site Content

Agency web sites contain and generate records

Both internal and public web sites contain records, including reports, guidelines and advice, and policies and procedures. Often these records already exist in other formats. Nevertheless, records are increasingly being created for direct placement on web sites. This content may take the form of a static document, or may be created dynamically from a database behind the web site. Unless specific policies and procedures are in place, many web-based records documenting the business of the agency will not be scheduled and retained appropriately.

Web sites can also be used as the technology to underpin interactions between an agency and its clients. Agencies must ensure that records documenting these transactions are scheduled and retained appropriately.

Web resources as publications

The dual purpose of a state web site is to:

Publish information
Facilitate the provision of products and services

Due to the inherently "public" nature of web sites, many of the discrete information resources agencies include on the web are considered to be publications. As is the case in the paper-based environment, publications are also records and are subject to specific retention and distribution requirements.

Maintaining Web Resources: A Shared Responsibility

Because of the differing mandates of the State Archives of Ohio and the State Library of Ohio, webmasters and content creators need to be aware of an important distinction in their web content. This distinction is between "records" and "publications"”

"Records" includes any document, device, or item, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of any public office of the state or its political subdivisions, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office." (ORC 149.43)

Publications include, but are not limited to, reports (annual, technical, research, statistical), directories, pamphlets, brochures, fact sheets, laws, rules, handbooks, manuals, bulletins, circulars, forms, newsletters, press releases, maps, charts, multi-media files that are intended for public use and distribution by any department, division, bureau, board or commission of the state government, regardless of format. Publications exclude information that is for strictly internal administrative or operational purposes, having no public interest, educational, or historic value.

Publications are a subset of records. Like records, publications should be retained by the agency according to a retention schedule. However, publications are also maintained and preserved by the State Library while records are maintained and preserved by the State Archives of Ohio if they have enduring historical value. Records that do not have enduring historical value must be maintained by the originating agency for the duration of the appropriate retention periods.

Section 4: Definitions

Guidelines for Managing Web Site Content: Section 3.0
Introduction
	Agency web sites contain and generate records Both internal and public web sites contain records, including reports, guidelines and advice, and policies and procedures. Often these records already exist in other formats. Nevertheless, records are increasingly being created for direct placement on web sites. This content may take the form of a static document, or may be created dynamically from a database behind the web site. Unless specific policies and procedures are in place, many web-based records documenting the business of the agency will not be scheduled and retained appropriately. Web sites can also be used as the technology to underpin interactions between an agency and its clients. Agencies must ensure that records documenting these transactions are scheduled and retained appropriately. Web resources as publications The dual purpose of a state web site is to: Publish information Facilitate the provision of products and services Due to the inherently "public" nature of web sites, many of the discrete information resources agencies include on the web are considered to be publications. As is the case in the paper-based environment, publications are also records and are subject to specific retention and distribution requirements. Maintaining Web Resources: A Shared Responsibility Because of the differing mandates of the State Archives of Ohio and the State Library of Ohio, webmasters and content creators need to be aware of an important distinction in their web content. This distinction is between "records" and "publications"” "Records" includes any document, device, or item, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of any public office of the state or its political subdivisions, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the office." (ORC 149.43) Publications include, but are not limited to, reports (annual, technical, research, statistical), directories, pamphlets, brochures, fact sheets, laws, rules, handbooks, manuals, bulletins, circulars, forms, newsletters, press releases, maps, charts, multi-media files that are intended for public use and distribution by any department, division, bureau, board or commission of the state government, regardless of format. Publications exclude information that is for strictly internal administrative or operational purposes, having no public interest, educational, or historic value. Publications are a subset of records. Like records, publications should be retained by the agency according to a retention schedule. However, publications are also maintained and preserved by the State Library while records are maintained and preserved by the State Archives of Ohio if they have enduring historical value. Records that do not have enduring historical value must be maintained by the originating agency for the duration of the appropriate retention periods. Section 4: Definitions