Definition:

Archive - Web content that is:

• No longer maintained and is separated from the active content collection but kept available in public access for historic or reference purposes; and
• Distinguished by a banner (HTML page) or watermark (PDF).
• Archived content is now located and searchable only at archive.epa.gov.
• EPA’s web archive is not a records management system.
• There is an archive process in Drupal WebCMS.

Content Requirements:

• Archive content has to be identified by the content owner. Archive Instructions are at /webguide/archive-instructions
  • Archived Web content is NOT:
    • linked to;
    • part of a resource directory, microsite or the searchable collection in the Drupal WebCMS;
    • actively managed/maintained or updated; or
    • tagged with new metadata.
  • Content that may not be archived:
    • Content transformed to One EPA Web topics - the old site should be deleted
    • NEPIS/NSCEP content
    • Internal EPA “X” documents
    • Superfund content that is in or belongs in the Superfund Enterprise Management System (SDMS/SEMS)
    • Content belonging to other Agencies including GPO (Federal Register) or regulations.gov
    • Copyrighted material
    • Content to be retired and removed from the EPA web collection because it is obsolete and does not reflect current EPA policy, decisions, etc.
• Content in archive is not modified.
• Many file types can be archived: HTML, PDF, WMV and others.
• Specific archived pages cannot be linked to. If there is a need to link to archived content, then it should be transformed and brought into the Drupal WebCMS. Primary content for primary audiences does not belong in the archive.
• Archived content requires review, following the same procedure as primary EPA content.
  • Content can become ROT and be removed by a request to OEI.
  • Content can be transformed into One EPA web content
  • Content can be determined to be useful and remain in the archive collection.
• Many links are broken in archived content. The archive homepage notifies customers that links are broken.
  • OEI cannot provide any automated link-adjustments.
  • OEI will not help with link management or maintenance
  • Content owners can use Working Capital Fund (WCF) services to repair broken links.
• Best Practice:
  • Remove left sidebar, breadcrumbs and contact us links before archiving.
    • Many of the links are broken
  • Code links in content, using “root-relative links”, to construct links such that they will continue to work after the move to archive.epa.gov 
    • Examples:
      • /webguide/unix/bestpractices.html
      • /enforcement/criminal-enforcement/fight-crime.html

How people will get to the archive and search:

• There will be a link on EPA regular search results that suggests searching the EPA archive.
• There will be an advanced search option.
• EPA staff can link to the homepage of the Archive from Drupal WebCMS content pages using EPA standard “Search the EPA Archive” (will be a button in the WYSIWYG editor). The link will be to http://archive.epa.gov only.

About this Standard

Effective date: 02/11/2015
Date approved: 02/11/2015
Web Council review by: 02/11/2017 (or earlier if deemed necessary by the Web Council)