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Archival Perspectives on Web Archiving

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Title: 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
Examples of web site records
  • 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.
  • 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_at_dcc.ac.ukJoin the DCC
    Associates Network at http//www.dcc.ac.uk (its
    free!)
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