Guidelines for a Website Snapshot Record

The strategy each unit employs in the management of web-based records will depend on the available resources as well as legal and administrative requirements of the unit. For many units, an internal policy and procedure that stipulates an annual "snapshot" of the website may be sufficient.

A website snapshot is a point-in-time capture of the content, presentation, and functionality of the unit's website. A snapshot is not considered a back-up copy of the system; rather, it is a digital record that will be readable on other platforms. As defined by the university archives, a snapshot of the website does not include "non-public" Intranet files, files linked to other university units, files that contain restricted information, or links to content contained on external websites.

Goals of the website snapshot strategy are:

  1. Determine the best time for the snapshot to be taken during the school year. One consideration will be how changes to the site occur throughout the year.
  2. Assign the responsibility to an appropriate department and/or individual.
  3. Back up the website before creating the snapshot record.
  4. If possible, convert all external links by rerouting them to their original initiation addresses. Insert a message where external links occurred stating that the links have been terminated.
  5. It is important to preserve the original directory and file structure. One software application that is effective in preserving the original directory structure is Teleport Pro version 1.29. Information about Teleport Pro is available at online [as of July 2002].
  6. Document any functionality of the original website that is lost in creating the snapshot. (e.g. Java scripts, search engine, database, plug-ins)
  7. Make two copies of the snapshot record. One as a back-up copy.
  8. The "archived" website should be read-only. Once the snapshot is taken, the best scenario is to store the files in a secure recordkeeping system with the associated documentation if maintained online or near-line. If the website record is stored off-line on CD-ROM, there will also need to be steps taken to refresh the digital medium periodically. Also, if a CD-ROM is utilized, it is best practice to use a good quality product manufactured by one of the leading vendors such as Kodak, Verbatim, Maxell, or Sony.
  9. Documentation about the snapshot record should be tracked and kept with the files over time (ASCII text file).1 The types of information most useful to document include:
    1. Identification Data
      • Department/Unit name
      • Original URL
      • Main purpose of website
      • Date website was created or effective date of coverage
      • Date snapshot record was taken
      • Name of person who created the snapshot record
    2. Software Applications
      • Authoring application used in creating the website
      • Databases used
      • Plug-ins used
      • Browser version required to view files
      • Other proprietary software used, vendor name, versions
    3. Preservation Data
      • Date of transfer to recordkeeping system or other "off-line" storage system
      • Format of website/pages (e.g. HTML 4.0)
      • Number of files and directories
      • Maintain ASCII list of files and directories with snapshot documentation.

    Active Management of Website Content

    An annual snapshot record of the website will ensure a "baseline" view of the content and functionality of the website for a particular year. The website, however, will most likely continue to change on a more frequent basis. Each unit should determine whether the annual snapshot serves current and future administrative and historical needs. For sections of content that is thought to need ongoing tracking for administrative purposes, one approach is to capture the changes in a history log file (audit trail).2 Recommended types of information to be captured as part of a log file include:

    • Title or name of posting
    • Originating author/office-name
    • Hyperlinks in the posting
    • Date of initial posting
    • Date of last modification
    • Date of replacement or withdrawal
    • Disposition of posting after replacement. Was posting destroyed? archived? maintained in recordkeeping system?

    If this approach is utilized, the log file is considered part of the record series and should be maintained and ultimately transferred to the University Archives with the website records. It is recommended that the log file is maintained as an ASCII (plain text) document.

    1. Based on the work of Charles Dollar, Consultant Report, Archival Preservation of Smithsonian Web Resources: Strategies, Principles, and Best Practices, (July 2001).

    2. Charles R. McClure and J. Timothy Sprehe, Guidelines For Electronic Records Management On State And Federal Agency Websites, Final Report, (January 1998).