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A Systematic Approach to Capturing State Agency Information
WHS joined Archive-It in the fall of 2010Began capturing state information with the
capture of Governor Jim Doyle’s websites at the end of the administration
“Just in time” collecting
Background
Defines web recordsOutlines roles and responsibilities for
managing web contentDiscusses retention and disposition of
websitesRecommends “capturing web content to
document compliance with state laws and regulations”
Guidance for Managing Web Records
August 2013 start upAll agencies added as seedsMetadata was added (Dublin Core)Initial site evaluations completedEnded September 1, 2013
Phase 1 (What do we have?)
Traditional archival VS. Big bucket appraisal appraisal
Phase 1.5 (Appraisal)
How frequently the site appears to be updatedInformation roll-offUse of the site (publish vs. active communication) How active is the agencyPolitical interest/activity of the agencyLikelihood of transfer of other materialsRelationship of items on website to collection itemsAgency determination of record status items on the
websiteSize of crawl/percentage of budget
Big Bucket Considerations
March 2014 start upStaffing ChangeDeveloped tracking methodsBegin with low hanging fruit
Phase 2 (Kick-off!)
Tracking Seed Decisions
Tracking Crawl Data
Small agencies without complex content
Sites with few links, PDFs, videos, and other formats
Low Hanging Fruit
Monthly crawls- 6 agencies
Quarterly crawls- 17 agencies
Semi-annual- 16 agencies
Annual - 37 agencies
What We Ended Up With …..
The fact we are crawling their websites……
Frequency of crawls……….
More communication…….
Agency Response (thus far…..)
Completing the scheduled crawls
Issuing a program year-in-review
Cataloging crawls
Next Steps
