Retention Of Web Content

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Audience and purpose

This guidance is intended for University web publishers and gives advice on how long to retain 'non-live' web content and what to do with it.

The website is very important to the University and the way it operates. A lot of University business is now carried out on-line and in an increasing number of cases the website contains the golden copy of core University information. Retaining this information in an accessible format helps to prevent us from having to 're-invent the wheel', improves University decision making, protects you and the University from malicious litigation, and when it is transferred to the University Archive it documents the history of the University and is used by researchers.

You only need to use this guidance if you are responsible for publishing golden copy information on the University's websites.

So that the University can demonstrate what the website said at a particular time, all information published on the website must be retained for 7 years after it is no longer 'live'. This is important because the University does an increasing amount of business through the website and uses it to communicate important information. If the University does not retain this information and is later challenged on what it said or did at a particular point in time the University cannot defend itself and is open to malicious litigation.

In addition, some information needs to be retained permanently by the University Archive. The Archive holds records which provide evidence of the University's function and activities, and show what the University has done and why, how it is organised and operates, and its effect on the wider community. Website content increasingly provides these records and demonstrates how the University does its business.

Use the list of retention criteria to identify if your content needs to be retained permanently by the University Archive.

Version 6, uploaded 29 March 2007

Retention criteria - rtf

Retention criteria - pdf

If you use the University's content management system, Polopoly, use the following procedures, otherwise go to paragraph 10.

To keep non-live web content for 7 years you do not need to do anything, the content management system arranges this for you.

To transfer non-live web content to the University Archive select the 'retain beyond 7 years' box.

If you use other web editing software, such as MS FrontPage, Dreamweaver or Contribute, use the procedures below.

To keep non-live web content for 7 years transfer the html files to a folder on a shared drive and retention schedule the folder so that it is deleted 7 years after the last pages are transferred to it. Ensure that the folder is not deleted before the end of the retention period and that it is known about by colleagues and accessible to them. The easiest way to do this is to include the folder in your unit's records management system.

The University Records Management Section provides advice, guidance and training on data protection, records management and freedom of information issues. For further information please contact us.

Edinburgh University Archives maintain the historical records of the University of Edinburgh and can provide further guidance on the types of information that should be retained permanently and how to transfer that information to the Archives.

The University Web Publishing Team can provide advice on writing appropriate content for the web and the University's website policies and procedures.

Author: Anne Thompson
Version 2, May 2007

The University of Edinburgh is a charitable body, registered in Scotland, with registration number SC005336