Website & Social Media Archiving for Idaho State Agencies
Do you represent an Idaho State Government Agency and wondering how you should archive all your web and social media content? Are you trying to determine what you need to do both from a legal and a technical point of view? Here’s a guide to the different Laws and processes you should follow.What Laws govern Records Management in the State of Idaho?
Idaho Public Records Law Idaho Code §§ 9-337 through 9-350 governs open records and official web and social media communication in the state of Idaho.Do Idaho Records Laws include Website and Social Media content?
Yes, they do. NARA state that there is a “[P]ublic expectation that all web content is both permanently valuable and accessible” – and so social media and web records are subject to these standards as well as the relevant metadata being pertinent to these laws.
Subject to the Idaho Code, “Public record,” is an extremely broad and rightfully open concept. Legislation states that it “includes, but is not limited to, any writing containing information relating to the conduct or administration of the public’s business prepared, owned, used or retained by any state agency, independent public body corporate and politic or local agency regardless of physical form or characteristics.” Pursuant to that, “writing” means information maintained in many forms – and includes computer media.What agencies are subject to these laws?
The law applies to all “public agencies”; which is subsequently defined as amy state or local agency.
“Local agency,” includes “a county, city, school district, municipal corporation, district, public health district, political subdivision, or any agency thereof, or any committee of a local agency, or any combination thereof.” “State agency,” includes “every state officer, department, division, bureau, commission and board or any committee of a state agency including those in the legislative or judicial branch, except the state militia and the Idaho state historical society library and archives.”
Therefore, due its broad scope, virtually every entity of state and local government is expected to comply with the Idaho public records law.What is my agency required to do in line with these regulations?
Your agency website must be retained in electronic format and remain usable, searchable, retrievable and authentic for the length of the designated retention period as established by the agency and/ or form of record in question and content placed on state agency social media should be moderated by an authorized, trained staff member.
State agencies should adopt policies that are consistent with best business practices (keeping in mind technological advances, costs and accessibility) and generally accepted principles of accounting to archive and retain records. All policies, technology and procedures shall remain consistent with the principles of the Idaho public records law.In which form do I need to archive my records?
Web sites must be retained in their original format: HTML, CSS, PDF etcHow can we transfer website archives made with PageFreezer to the Idaho Digital Archives?
PageFreezer exports all data on request in the original file format including the required metadata. This data set can be transferred by FTP or by other means to the Idaho State or Agency Digital Archives.How can PageFreezer help our agency?
PageFreezer has been working on our Archiving technology and processes since 2006 – We know how to properly archive Web Sites, Blogs and Social Media like Facebook, Twitter, YouTube, Google+, LinkedIn and Instagram. Just ask any of our over 500 clients including US Cities, Counties and other Government Agencies as well as Multinationals, Financial Service Firms, Healthcare Providers …
Our clients know our technology is secure, reliable and authenticated. More importantly they appreciate the ease-of-use.
That’s why our complex technology is simple to use – The archiving is automatic and retrieval is a matter of signing in, going to the date you want, and browsing your site just like you did when the content was just published.
If you have questions about any of this or about how to actually implement effective Online Public Records management start a free trial, schedule a demo or contact us directly.