Managing Websites
Are Websites Public Records?
Yes - Websites are public records for retention purposes as they are made in connection with the transaction public business (RCW 40.14.010):
- Agency internet sites provide advice/information to the public about the agency, its programs, and services.
- Agency intranet sites provide advice/information to employees about the agency's policies, procedures, etc.
How Long Does Web Content Need to Be Kept?
Retention is based on the function/purpose of the web content and whether it is the agency's primary copy of the record.
Advice/Information
Web content providing advice/information about the agency, its programs and services where not covered by a more specific records series:
Provision of Advice, Assistance, or Information (DAN GS 09022/GS2010-001)
Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE)
Remember: Advice/information is being provided every day that it is on your website.
Database-Driven
Web content pulled from agency databases to provide dynamic content for targeted audiences (such as location of nearest office based on zip code or IP address) or captured into databases via web forms.
Manage the database record as the agency's primary record using the appropriate retention based on the function/purpose of the record.
Secondary Copies
Web content which is a secondary copy of the an agency record (such as copies of reports, plans, policies, brochures, forms (other than webforms), etc.).
Manage the agency's primary record using the appropriate retention based on the function/purpose of the record, and treat the web version as a secondary copy:
Secondary (Duplicate) Copies (DAN GS 50005/GS50-02-04)
Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE)
How Long Do Records of Web Content Changes Need to Be Kept?
Records documenting the publishing of web content (such as requests and approvals to upload/update/remove content, point-in-time records of web pages (snapshots), etc.).
It is not enough to just know what was said (the content), documenting when the information was said and when it was removed provides a context to the web content records.
Online Content Management (DAN GS 15010/GS2010-007)
Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE)
Tools/techniques to capture records of changes to web content depend on:
- Size and complexity of website
- Level of risk associated with the content
Options can range from content management systems to a series of email exchanges between the content author and agency web master.
Capture/Retention Tools and Services...
- Checklist for Evaluating Records Retention Capabilities in Software
- Municipal Research and Services Center (MRSC) PRA and Records Management Technology Guide (2019) (External Link)
How Long Do Website Design/Architecture Records Need to Be Kept?
Records documenting the technical design and structure of the website, including connections between the website and other applications and databases, webpage styles templates, etc. are kept for:
All Records Within the Application Have Been Migrated/Deleted/Transferred in Accordance with a Current Approved Records Retention Schedule (Non-Archival)
Applications/Systems - Technical Design (DAN GS 14001/GS50-06A-03)
Sources: State Government General Records Retention Schedule / Local Government Common Records Retention Schedule (CORE)
Last Updated: May 2026