HomeMy WebLinkAbout2002 02 11 Regular B Retention on Documents on City Website
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COMMISSION AGENDA
ITEM B
CONSENT
INFORMATIONAL
PUBLIC HEARlNG
REGULAR X
02-11-02
Meeting
MGR. r-- /DEPi@o
Authorization
REQUEST:The Information Services Department wishes to update the
City Commission on the various documents being placed on
the City's web site and request that the Commission
determine the length of time those documents are to be left
on the web site.
PURPOSE:
To update the City Commission on the documents placed on City web
site and acquire their direction with regard to the retention of those
documents on the web site.
CONSIDERATIONS:
Currently, Commission Meeting Minutes, Agendas, and Agenda
Items are placed on the City's web site and left there indefinitely. The
web site contains:
Commission Meeting Agendas since June 2000
Commission Meeting Minutes since November 2000
Commission Meeting Agenda Items since February 2001
We just started posting the Agendas, Agenda Items, and Minutes for
the other various boards and committees in January 2002.
Once the document is placed on the web site, all the difficult work is
done as far as that document is concerned. The process (about 3-5
minutes per document depending upon the size of the document) in
putting a document on the website is as follows:
. Existing digital document is converted to an Adobe PDF file
. Document is uploaded to web site
\\Cityhallydc\jdalka\Docs\Agenda Items\FY 2002\February 2002\February 11, 2002\021102 Update
Commission on what documents are put on web site. doc
Regular Item B
Commission Meeting 02/11/2002
Page 2 of2
. Document is linked on web site to correct category (Agenda,
Minutes, Agenda Item); correct board or committee
(Commission, Code Enforcement Board, etc.); and correct
meeting date.
Agenda item attachments that are not digitized are not being placed on the
City website as it is too time consuming to scan these documents.
The bulk of the work is done, once the document is on the web site. There is
no further maintenance to be done on the document except for removal of
the document.
Our choices are:
. Option 1: leave the documents on the web site indefinitely. They will
be available to everyone at any time without having to call City Hall
for a copy. However, this option requires more disk space on the web
site server, which increases cost of web site hosting as the number of
files increase.
. Option 2: remove the documents on a regular basis, leaving only a
predetermined number of months or years worth of documents on the
web site. This option requires less disk space than option 1.
However, less information will be available for public access.
Information Services is requesting that the Commission review the attached
Document Retention Table and determine the length of time that these
documents should remain on the City web site.
FUNDING:N/A
RECOMMENDATION: None
IMPLEMENTATION SCHEDULE: N/A
ATTACHMENTS: Document Retention Table
COMMISSION ACTION:
CITY OF WINTER SPRINGS
WEB SITE
DOCUMENT RETENTION TABLE
Commission Recommended Retention Current
Agenda
Board or Commission Agendas Minutes Retention
Items
City Commission Indefinite
Beautification of Winter Springs Board N/A Since 1/02
Board of Adjustment N/A Since 1/02
Board of Trustees N/A Since 1/02
Code Enforcement Board N/A Since 1/02
Planning & Zoning Board N/A Since 1/02
Oak Forest Wall and Beautification N/A Since 1/02
District Advisory Committee
Charter Review Committee N/A Since 1/02
Central Winds Park Expansiori Ad Hoc N/A Since 1/02
Advisory Committee