7. > RECORDKEEPING STRATEGIES FOR DYNAMIC WEBSITES

Organisations with dynamic websites should implement one of the following event-driven strategies:

7.1. > ACTIVITY LOGS

Definition

Individual website transactions are captured and maintained.

Technique

1. > Determine the recordkeeping metadata elements that should be captured in a log of individual website transactions (activity log).
   For example:
   • Date and time of transaction
   • User profile, including IP address or domain name of user and type of web browser used
   • Web page visited by user
   • Actions performed by users, including searches and queries
   • All objects, including client-side scripts, returned as a result of searches and queries
2. > Establish procedures and processes to ensure the activity log is created and updated. It may be possible to create an activity log from the log file of site visitors used by website administrators.
3. > Routinely capture activity logs within a corporate recordkeeping system.
4. > Develop and implement a strategy to migrate file formats, regularly refresh or migrate media formats, and manage recordkeeping metadata.

Benefits

A full and accurate record of website service delivery is captured and maintained.

Risks

Although web servers generate log files of server activity, they are often confusing and difficult to decipher. Consequently, it may be difficult to extract sufficient data to satisfy recordkeeping requirements. Where activity logs are created from log files it is important that the activity logs are structured in such a way as to ensure that recordkeeping metadata remains meaningful for as long as the log is required to be accessible.

Most logs of website transactions will contain personal information about the user. You must be aware of, and comply with, the Privacy Act 1993.

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7.2. > CONTENT MANAGEMENT SYSTEM

Definition

Content management systems are commonly used to manage large, complex websites that require frequent content revision, often using server-side technology to create web pages on-the-fly.

Technique

1. > Ensure that the content management system has adequate recordkeeping functionality and that this functionality is fully implemented. The Public Records Act Standard S5: Electronic Recordkeeping Systems Standard contains functional specifications for electronic recordkeeping systems.
2. > Develop and implement a strategy to migrate file formats (including server-side scripts), regularly refresh or migrate media formats, and manage recordkeeping metadata.

Benefits

A full and accurate record of website service delivery is captured and maintained.

Implementation of a content management system is likely to be less complex than creating and maintaining activity logs for websites (see 7.1).

Risks

Content management systems are typically marketed as publication solutions rather than recordkeeping systems and, despite incorporating version control, may be unable to capture and maintain a full and accurate record of a website over time. Organisations should, therefore, seek to identify the content management system that has the best range of recordkeeping functionality. Alternatively, you may choose to integrate your content management system with your corporate recordkeeping system.

Most logs of website transactions will contain personal information about the user. You must be aware of, and comply with, the Privacy Act 1993.