Web Records Policy and Guidance

Adopted by the HHS Digital Council, December 5, 2007

What are "Web Records" and why do we care?

Web records are written or electronic materials that document - for the Web -- what we said, what we did, and how we did it. Simply put, by law (and common sense) Web managers need to maintain Web records.

The rules governing the maintenance of Federal records cover Web records. A formal "records schedule" establishes categories of records, determines how long categories of records must be kept and, by extension, informs when the records may be deleted or destroyed.

What constitutes a "Web record"?

Document ownership determines responsibility for record management. It's important to note that not everything that appears on the Web is a Web record.

Documents and other content which is disseminated via the Web site are records but they are not typically considered Web records. This content belongs to the entity that created it and had it posted on the Web. The creating entity maintains the record.

Any material, including written documents (governance, reports, memoranda, promotional pieces, letters, etc) or design documents (wire frames, sites designs, etc.), dealing with the creation, management and maintenance of the Web is considered to be a Web record.

Some Web content and/or pages are considered Web records. Dynamic home pages (such as HHS.gov, CDC.gov, FDA.gov, NIH.gov, PandemicFlu.gov, etc.) are considered Web records. Blogs and other interactive Web content are Web records. Public input related to the Web and delivered via the Web is also considered to be a Web record.

Documents pertaining to the maintenance and management of the portal and similar applications are Web Records. The communications (including files) of a "community" belong to that community.

Web Records Schedule

There are a number of unique and distinct categories of documents (Web records) that belong to the office that hosts, creates or manages a Web site. The schedule for how long each category of records must be retained has been established for many categories. For other categories, the schedule remains to be determined. The retention schedule for these categories will be determined in consultation with the Office of Records Management (ORM). ORM will ensure that records schedules are consistent across the Department. Note that offices may keep records longer than specified by the schedule.

What does one "do" with a Web Record?

Once the categories of Web records have been identified for your site, a simple list of the web records documents should be generated. You will review the list with your assigned Records Officer.

What version do I save?

The "Record copy" is the legal term for the version of the document that must be preserved. There may be many iterations of some documents; the "record copy" is the "final, final" version; the one that goes into the "completed" file folder, and is what you reach for when someone asks "where did we end up on this issue?"

What are the next steps?

Once formal HHS Records Management Policy is issued, offices, agencies and OpDivs will be required to work with their Records Officer for their office documents. Once schedules have been done for all categories, this web policy will be formally adopted in early 2008. In the meantime, prepare your lists and use this draft policy as guidance.

HHS Web Records Schedule – GRS References.
Approved February 13, 2008.

US Department of Health and Human Services
Web Records Schedule
February 13, 2008

Web Communications & New Media Division
Office of the Assistant Secretary for Public Affairs

* This schedule does not include “New Media” as NARA is expected to publish guidance within the next six (6) months.