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

Thank You!

Sarah Grimmsarah.grimm@wisconsinhistory.org

Collecting, Preserving and Sharing Stories Since 1846