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Web Collection Management Policy by li39023

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									                            Web Collection Management Policy
                     Schedule 2: Expiration of Web Records and Content

Approving Authority:                   Vice Chancellor and President
Approval Date:                         2 March 2005
Approved Document No:                  2005/0010347
Review Date:                           2009
Policy Advisor:                        Chris Walker,
                                       Team Leader, Portals and Electronic Access,
                                       Email: C.Walker@griffith.gu.edu.au
                                       Anthony Dendle,
                                       Email: A.Dendle@griffith.edu.au

Description of the Schedule:
This schedule describes the management process for the review and expiration of web content available
within Griffith University. It details how expired files are managed on the Corporate Web Site and guides
how they should be managed on other University web services. It outlines procedures to be used by
Content Coordinators, Content Publishers, Custodians and by automated processes within the
University‟s Web Content Management Systems in managing content expiry. These procedures are
separate to those used to manage content deemed as permanent and unchanging such as for some
conference web sites.
The roles in this document are those defined in the “Web Collection Management Policy Schedule 1 –
Roles and Responsibilities in Managing Web Content”.


Related Policies, Procedures & Forms:
Web Collection Management Policy
Schedule 1 – Roles and Responsibilities in Managing Web Content
Web Services Naming Policy
Schedule 1 – Operational Guidelines & Procedures
Policy for Publishing University Web Addresses

This document is available in Word format for downloading. Click here to download this document.

Review and Expiry Cycle        Review/Expiry Notification   Web Based “Live” Review/Expiry
Reporting Tool Auto-Deletion of Expired Files Summary of Review and Expiration Processes

1.0     Review and Expiry Cycle
        The following table details the default review and expiry dates along with permissible upper and
        lower dates for these entries. Unless a Content Coordinator indicates other dates, the default
        settings are automatically added to a web page during the process of publishing the file to the
        Corporate Web Site.
                          Review Date                            Expiry Date
           Default        12 months from date of publishing.     2 months after the review date
                                                                 for the page.
           Upper          12 months from date of publishing.     2 months after the review date
           Limit                                                 for the page.
           Lower          2 months from date of publishing.      2 months after the review date
           Limit                                                 for the page.
1.1     Review/Expiry Notification
        Both the review and expiry notifications are sent to the Custodian and Content Coordinator prior to
        sections of their web site expiring. This ensures that they are aware of the need for review of the
        content.
        The following table details the review/expiry process.
      Time Elapsed         Activity
      from Review
      Date
        Day 1              Content Coordinator notified by email that page/s are due for
                           review.
       6 weeks after       Content Coordinator & Custodian notified by email that page/s are
       Review Date         due for review and to state that the pages shall expire after 2
                           weeks.
       8 weeks / 2         Content Coordinator and Custodian are notified by email that
       months    after     page/s have expired (grey expiry box added to page/s).
       Review Date

1.2     Web Based “Live” Review/Expiry Reporting Tool
        The Web Based Reporting Tool allows a Content Coordinator/Custodian to interrogate their web
        site to see when the files on the site are due for review and expiry. It generates a printable web
        based report that the Content Coordinator/ and Custodian can use for workload planning and
        general site maintenance. The tool is accessible from the Tools area of the Web Development
        Support site (www.griffith.edu.au/webdevsupport/).
1.3     Auto-Deletion of Expired Files
        The procedure for automatically deleting files from the Corporate Web Site is as follows:
Time Elapsed from original                   Actions
expiry of the page
        3 months                      The page is removed from the Production Server (the page would still
                                      be available on the appropriate Staging Server, for example
                                      http://www1.griffith.edu.au/).
                                      The metadata for the page is changed to „deleted‟. In this way the file
                                      cannot be re-published until the Content Coordinator changes this
                                      metadata, to its appropriate value.
                                      Both the Content Coordinator and Custodian for this page are notified
                                      by email that the page has been removed from the Production Server,
                                      and that it is still available on the Staging Server.
        6 months                      The page is removed from the Staging Server.
                                      Both the Content Coordinator and Custodian for this page are notified
                                      by email that the page has been removed from the Staging Server and
                                      is now no longer available.
1.4    Summary of Review and Expiration Processes
       The following is a diagrammatic representation of the management process for the expiry lifecycle.
       TIMELINE

                       WEB
                     CONTENT                   REVIEW STAGE                                EXPIRY STAGE                         FILE DELETION
                    AVAILABLE
                                     12 months after      6 weeks after file     2 months after        3 months after         6 months from expiry
                                         publish           entered review          file expired          file expired
                                                                stage
Default Lifecycle   File Published   File in review stage but unchanged on      File has expired,     File removed        Delete files from staging
                    to Corporate     site.                                      and the standard      from production     server.
                    Web Site.                                                   expiry notification   server. File only
                                                                                is added to the       available on
                                                                                file.                 staging server.

                                      2 - 12 months       6 weeks after file     2 months after        3 months after         6 months from expiry
                                      after publish        entered review          file expired          file expired
                                                                stage
Optional            File Published   File in review stage but unchanged on      File has expired,     File removed        Delete files from staging
Lifecycle           to Corporate     site.                                      and the standard      from production     server.
                    Web Site.                                                   expiry notification   server. File only
                                                                                is added to the       available on
                                                                                file.                 staging server.

Notification        Weekly           Content             Content                Content               Content             Content Coordinator and
Schedule for        reports          Coordinator         Coordinator and        Coordinator and       Coordinator and     Custodian notified that file has
Content             available for    Notified that the   Custodian Notified     Custodian             Custodian           been deleted from staging
Coordinators and    content          file is now due     that file is due for   notified on           notified that the   server.
Custodians          scheduled for    for review.         review and shall       expiration of file.   file has been
                    review and                           expire 2 weeks                               deleted from the
                    expiry.                              before the end of                            production server
                                                         the review period.                           and is only
                                                                                                      available on the
                                                                                                      staging server.

								
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