Preserving Web-based Records with Enduring Historical Value

Since the State Library of Ohio will preserve discrete publications that state agencies publish on their web sites, the State Archives will preserve entire web sites or portions of web sites of state agencies, board and commissions that have enduring historical value.

The State Archives of Ohio will review web sites from state agencies, boards and commissions that are closing and consequently can no longer maintain their own web sites. If State Archives determines that the web site is of enduring historical value, the files will be transferred to State Archives for permanent preservation.

In some cases State Archives will consider reviewing and transferring web sites of non-defunct agencies. Agencies are encouraged to contact State Archives before beginning a major redesign of their web sites so that State Archives staff can determine if the web site should be preserved. If an agency submits a retention schedule for web-based resources, the State Archives of Ohio will review the retention schedule. If the State Archives wants to appraise or select the records, that will be reflected on the retention schedule.

State Archives will preserve most web-based records in electronic formats. If State Archives determines that there is a danger of losing the information in the electronic format(s), they may choose to migrate the electronic information or to reformat the files to an analog format (if possible).

8.1 Selecting Web-based Records with Enduring Historical Value

State Archives will evaluate web sites based on the following criteria:

· The uniqueness and value of the information contained in the web site

· The file formats contained within the web site

· The technical requirements for the web site

 

8.2 Requirements for Transferring Web-based Records with Enduring Historical Value to the State Archives

· The web site files are included on an approved retention schedule

· State Archives has evaluated the web-based records and agreed to include them in the archives.

· State Archives will accept web site files that have been saved on either CDROM or 3.5 inch diskette.

· Before sending the files to State Archives, please make sure to check all links and scripts to make sure that they work.

· If changes to the original web page(s) have to be made in order to ensure usability, please record the changes that were made.

· State Archives can currently support the following file formats: HTML, TIFF, PDF, TXT, JPEG, GIF. If you have questions regarding file format issues, contact the State Archives.

· After evaluating the web site, State Archives staff will provide the agency with a list of metadata necessary to facilitate the transfer of the web site.

Section 9: Bibliography