Archival Perspectives on ‘Web Archiving’

1. Archival Perspectives on ‘Web Archiving’ Maureen Pennock Digital Curation Centre UKOLN, University of Bath

2. Overview • Introduction to archival records and web archiving • Authenticity in archived web resources • Sample policies and guidelines • Fundamentals • Questions

3. Introduction • Web Archiving or Archiving the Web is now a major and global area of activity • Archiving and managing digital records is also a major area of activity • Records often posted on web sites and intranets: these may also need archiving • BUT … there is a difference in approaches between archiving websites and archiving web-based records

4. What is a Record? • BS ISO 15489 definition: “any information that is created, received and maintained as evidence and information by an organisation or person in pursuance of legal obligations or in the transaction of business” • Evidence of a transaction • Anything that: • documents a working transaction between two or more parties • documents the mission and goals of an organisation • was created or received in the course of carrying out the mission and goals of an organisation

5. What is an Archive? • Archives: • “…documents, irrespective of form, medium or age, intended for long-term preservation because of their continuing value.” (BS 5454 - 2000) • Web Archiving: • Collections of websites or website content that may or may not be intended for long-term preservation • Commonly (but not always) carried out by libraries • ‘Archive’ and ‘Archiving’ can mean different things to different people

6. Archival Records & Web Resources • Web sites can contain uniquely available informative records • Users may act or take decisions based on this information, with important consequences • Records of business transactions • Accountability & transparency • To funding bodies • To stakeholders • For legal reasons • Historical and culturally valuable • Not all web site content is a unique record • Records must be identified and selected – collaborative task

7. Types of records available: Policies Advice Guidelines Procedures Organisational information Publications? …. Records can also be created over the internet, using transactional systems such as web-based forms. Examples of web site records • Can be in a wide array of formats, eg • Static web pages • Uploaded files • Databases • Accompanying metadata • Documenting resource • Documenting actions • Documenting changes • Documenting publication details…

8. Authenticity (1) • That a record is what it purports to be and is complete is all essential respects • Not necessarily a given; proof may be required • Can be difficult to ascertain in digital records • Concept of ‘original’ record has lost meaning • Context and provenance not easy to identify • Records often freely created and managed • Preservation activity leads to changes in record • Is this acceptable? To what extent?

9. Authenticity (2)* • What this means in practice: • Must be demonstrably reliable as proof • Creation and capture • Metadata and context • Ownership/responsibility • Version control • Cataloguing standards • Records management approach goes some way to addressing these concerns * Lizzie Richmond, IWMW 2006

10. Archiving web resources/sites • Two main models • Harvesting model • Used by national and research libraries, university special collections (e.g., DACHS) and the Internet Archive • Records management model • Addresses the issues raised earlier • May be more appropriate for specific institutional records • Sample guidelines and policies available

11. The National Archives (UK) • Managing web resources (December 2001) • ERM toolkit for government agencies • Practical steps for active records management and sustainability • Useful identification of web-based records • Scenarios • How websites differ from other records • Management control mechanisms • Model action plan (incl. risk assessment) • Sustainability • Website: http://www.nationalarchives.gov.uk/

12. U.S. National Archives (NARA) • Guidance on Managing Web Records (Jan 2005) • Provides an initial, high-level framework to manage both content records on agency web sites and records documenting web site operations • Four main sections • General background, responsibilities and requirements • Managing web records – step by step guide and risks • Scheduling web records • Appendices • Website: http://www.archives.gov/

13. National Archives of Australia • A Policy for keeping records of web-based activity (January 2001) • Provides clear directions to Commonwealth agencies to implement mechanisms for creating, managing and retaining web-based records of value • Guidelines (March 2001) • Challenges and responsibilities • Types of web-based resources • Fundamentals of good record-keeping • Assessing risk – factors to consider • Strategic & technical options • Storage & preservation - issues & strategies • Determining the best option

14. Managing web-based records • Fundamentals: • Information Audit and Risk Assessment • A systematic approach • Develop policy • Formulate plan for capture, maintenance, and preservation • Implement appropriate website maintenance procedures • Assign and document responsibilities • Identify records • Determine retention requirements • Capture records into recordkeeping system • Add metadata • Transfer content and metadata into archive as appropriate * Based on NAA Guidelines for Archiving Web Resources

15. Thank YouQuestions? Maureen Pennockm.pennock@dcc.ac.ukJoin the DCC Associates Network at http://www.dcc.ac.uk (it’s free!)