Managing UO Web Content as Records

Overview

Learn how to manage University of Oregon web content as records. By definition, content we create in relation to our UO work is a public record and may need to be produced if requested under the Oregon Public Records Law or under the federal Freedom of Information Act. That includes both published and retired web content.

University Records Management offers this quick reference based on the UO Records Retention Schedule. 

How long must web content be kept ?

The retention period for web content depends on its function and purpose.

Is it substantive information that’s not replicated elsewhere?

  • Web-only versions of minutes, guidelines, procedures, requirements, criteria, deadlines, program/course descriptions, and research data, in other words, content not replicated in other documents must be retained as the record copy for the duration specified in the UO Records Retention Schedule.

When to Retain or Discard Previous Versions of Web Content

Conditions Requiring Retention of Previous Versions

Previous versions of web content do need to be kept (for the applicable retention period) if any of the following apply:

  • There are changes to or removal of substantive information — for example, changes in criteria or deadlines.
  • They are permanent records that require transfer to University Archives.

Conditions Permitting Discarding of Previous Versions

Previous versions of web content do not need to be retained if any of the following apply:

  • Only stylistic elements, layout, or other aesthetic aspects are changed.
  • The content is duplicated elsewhere.
  • The content is beyond the retention period established by the applicable UO Records Retention Schedule.

Saving retired web content for records retention

If you have retired web content that must be saved to meet retention requirements, you can save an htm or html file in a shared document repository in a backup-protected UO digital storage service. (Don’t print it out on paper.)

How to save

  1. Go to the web page you want to save.
  2. Right-click anywhere on the page.
  3. From the context menu, select Save as... or Save Page As....
  4. In the save dialogue box, ensure the file format is set to Webpage, Complete.
    1. It is essential to select this option, rather than Webpage, HTML only because Webpage, Complete saves the HTML file and all associated images, stylesheets, and other files into a separate folder, allowing the page to display as it did online when viewed offline.
  5. Specify the download location as a back-up protected UO storage service, either SharePoint or a shared departmental network (letter) drive, assign a file name, then select Save. 
    Note: Do not store on a OneDrive or Dropbox account associated with specific employees or in the downloads folder of a computer or other computing device.

Permanent records designated for transfer to the University Archives may need to be reformatted in accordance with their guidelines.

Although University Archives collaborates with the Internet Archive to capture uoregon.edu and select related domains as complete sites annually for historical reference, individual units are still responsible for transferring permanent records that are solely published on the UO website, as they meet retention requirements.

Need help?

If you need help or have any questions, email records@uoregon.edu.

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