Web Content and Data Retention Procedure
| Ref. No. | Executive sponsor | Policy steward | Approval authority | First approved | Last reviewed | Effective date | Next review |
|---|---|---|---|---|---|---|---|
| 56.03 |
- Purpose
- To govern the retention of web content and legacy web data under the Web Policy, to maintain website performance/speed and user experience.
- Scope
- This policy applies to all NSCC employees, contractors performing work on behalf of the College and students.
- Definitions
| Term | Definition |
|---|---|
| Content Management System (CMS) | Software or a suite of applications and tools that can be used to create, edit, review and publish electronic web content, enabling non-technical users to access and contribute content updates to a website. |
| Distributed Publishing Model | A content management framework where web content publishing responsibilities are distributed throughout the organization. Greater access to contributing, editing and approving/publishing content is provided to more people within the organization through a centrally-managed CMS, overseen by individuals with core expertise in web content development, user experience and information architecture. |
| Intranet | The College’s official internal website which is intended for employee and student use and provides permission-based or role-based (username and password required) content. |
| nscc.ca | The College’s official public-facing website, intended for external audiences. |
| Web Application Manager (WAM) | Suite of applications used to publish/collect electronic Web Data to/from front-end websites. |
| Web Content | Refers to text, images, documents, video, audio files and links available through a web browser, regardless of device (PC, mobile, etc). |
| Web Content Strategy | A guide to ensure web content meets organizational business needs, as well as the needs of relevant audiences. The strategy defines audiences, goals and sets a process for prioritizing work. |
| Legacy Web Data | Information retained in the WAM/databases that has previously been published/collected from front-end websites but is no longer required. |
- Procedures
4.1 Deletion of Web Content
| Web Content and Scope Notes | Platform | Retention Period and Frequency | Responsibility |
|---|---|---|---|
| [Campus name] Document library | Connect intranet | 12 months, annually | DPX |
| [Campus name] Image List | Connect intranet | 12 months, annually | DPX |
Announcements (college-wide)
|
Connect intranet | 2 years, annually | DPX |
Announcements (campus)
|
Connect intranet | Expiration date + 1 month, monthly | DPX |
Web part contents list
|
Connect intranet | Review annually for relevance | CCS |
Featured Stories
|
Connect intranet | 3 years, annually | CCS |
Services and Information
|
Connect intranet | Review annually for relevance | CCS to initiate annual review by Content Owners |
| Redirects | Cascade | Expired redirects removed monthly | DPX |
| Documents (non-financial) no longer in use/linked to | Cascade | 12 months, annually | CCS |
| Images | Cascade | 12 months, annually | CCS |
| Stories | Cascade | 2 years, annually (unless related to active campaign) | CCS |
| Media Releases | Cascade | Current year + archive of 2 years, reviewed annually | DPX |
| Retired sites (including subsites) | Cascade | 6 months, bi-annually | DPX |
4.2 Deletion of Legacy Web Data
Applications and databases are intended to publish/collect data to/from web platforms. Content repositories should exist outside of the CMS and WAM for you to archive your information.
| Legacy Web Data and Scope Notes | Platform | Retention Period and Frequency | Responsibility |
|---|---|---|---|
| Academic Calendar Important dates in the academic cycle |
Nscc.ca and Connect intranet | Delete all but current and forthcoming academic year, annually | DPX |
| Event Calendar Publicly available events/webinars |
Nscc.ca and Connect intranet | 18 months, monthly | DPX |
| GES Jobs Submissions Student/Alumni jobs board | Nscc.ca | 3 years, annually in August | DPX |
| WAM: Activity Log | Nscc.ca | 1 month - failed/successful logon entries 6 months - object modification entries |
DPX |
| WAM: Error Log Captures errors occurred in front-end apps |
Nscc.ca | 1 month, monthly | DPX |
| WAM: WebCal Activity Log Historical record of changes to web narratives |
Nscc.ca | 6 months, bi-annually | DPX |
| Forms | Nscc.ca | 3 years, annually | DPX |
| WebCal (development environment) | Nscc.ca | 18 months, annually | DPX |
| Fees app A new database is created for a new academic year of Fees, at go-live time this becomes the active database |
Nscc.ca | 18 months, annually | DPX |
| Articulation Agreement app | Nscc.ca and Connect intranet | Expiration date +24 months, annually | AEQ |
| ECDSC Event Calendar Early Childhood Development Support Centre calendar of professional development activities |
Nscc.ca | Expiration date + 6 months, annually | Campus Operations, Kingstec |