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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