Any Best Practices for Number of Years documents should be available on a web site?

4 Oct 2010 - 2:20pm
4 years ago
3 replies
746 reads
scottymac
2010
I'm trying to make some recommendations in order to clean up 15 years worth of documents on a web site. The files are mainly government meeting minutes in word format, which overall is taking up quite the chunk of space. I feel 7 or 8 years would be more then sufficient, but would like to have some best practices or examples to back up what I recommend.
 
Anyone know of any such documentation or have had to provide similar recommendations?
 
thanks!

Comments

4 Oct 2010 - 5:05pm
brianfidler
2008

What is the overall goal? Are you just trying to save space or are you looking to consolidate and keep serving up these files? Are the docs behind a login or are they publicly available?



On Mon, Oct 4, 2010 at 1:47 PM, scottymac <meousings@gmail.com> wrote:

I'm trying to make some recommendations in order to clean up 15 years worth of documents on a web site. The files are mainly government meeting minutes in word format, which overall is taking up quite the chunk of space. I feel 7 or 8 years would be more then sufficient, but would like to have some best practices or examples to back up what I recommend.   Anyone know of any such documentation or have had to provide similar recommendations?   thanks!
((
5 Oct 2010 - 11:05am
oliviacw
2008

You may want to check the applicable sunshine laws for the government in question. If the meeting minutes are subject to any sort of Freedom of Information guidelines, you would want to make sure that the offline files have clear procedures for people to request older minutes and they can be accessed in a timely manner.

It will also depend on the nature of the meeting body. If it's for something focused on mostly current issues (like a school board), then 3-4 years may be sufficient. If it's for more long-term kinds of issues (planning, environmental impact), then you may need longer.

  • Olivia

On Mon, Oct 4, 2010 at 3:29 PM, scottymac wrote: > I'm trying to make some recommendations in order to clean up 15 years worth > of documents on a web site. The files are mainly government meeting minutes > in word format, which overall is taking up quite the chunk of space. I feel > 7 or 8 years would be more then sufficient, but would like to have some best > practices or examples to back up what I recommend.   Anyone know of any such > documentation or have had to provide similar recommendations?   thanks! > ((

5 Oct 2010 - 1:05pm
diversionmedia
2010

Convert word to text? (assuming storage space is the issue)

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