HUD's Web Management Operating Procedures

Section 2: General Procedures

D: Managing archives.hud.gov

Archives.hud.gov contains HUD's historical documents, data, and other information that may have value to researchers and the public. It separates historical documentation from current information. Archives.hud.gov ensures citizens can access information about past programs, administrations, initiatives, and activities of the Department.

Procedures for transferring pages to archives.hud.gov, including guidelines on links contained on those pages, are provided in HUD's Web Publication Procedures and Style Guide.

Web Managers should work with program managers to decide what should be archived and to decide how long content should be maintained in archives.hud.gov.

Departmental Web Team's Duties

The Departmental Web Team manages archives.hud.gov, working with Web Managers and HUD's Departmental Records Management Officer, in Administration.

• The Web Team establishes and communicates procedures for archiving documents, including providing appropriate training
• The Web Team works with the Departmental Records Officer to transfer new content in archives.hud.gov to the National Archives and Records Administration at regular intervals.

Web Managers' Duties

All Web Managers should work within their jurisdictions to make sure that managers are aware of the policies and procedures for archives.hud.gov, to make sure that each certification cycle includes consideration of which files should be moved to archives, and to work with the Departmental Web Team to move files at the appropriate time.

• Content on HUD's public websites should be evaluated on a quarterly basis, as part of the certification process, to determine if it should be archived.
• Content regarding previous administrations and their initiatives should be moved to archives.hud.gov at the end of their tenure.
• Dated cyclical material (e.g., funding announcements, grant applications, etc.) should be moved to archives.hud.gov at the beginning of the next cycle.
• Press releases, focus messages, statistical reports, and other serialized content should be archived after one year.
• When a program becomes obsolete, then basic program content should be archived.
• Any web page on HUD's public websites that is being considered for deletion should be evaluated for possible inclusion on archives.hud.gov.
• Navigational pages or other pages that have limited historical value should not be archived.

Disposition schedule

• The Departmental Web Team will note new additions to the archives.hud.gov site in section entitled "What's new on archives.hud.gov" page, with a schedule to transfer these records to NARA on a quarterly basis.
• The Departmental Web Team will work with the CIO to transfer pages listed on "what's new on archives.hud.gov" to NARA on a schedule agreed upon between HUD and NARA.
• Web Managers should work with program managers to evaluate content that has resided on archives.hud.gov for more than 7 years and has been transferred to NARA for final disposition, to decide if it should be removed.