Financial advisors, compliance officers, marketing and technology officers – anyone involved in your financial firm’s Website – must understand the importance of adhering to stringent government regulations required for archiving your Websites. Hefty penalties can be imposed on firms for failure to properly adhere to the specific rules. The process of properly archiving your Website can be arduous, costly endeavor especially when performed in-house.
Some of key terms used by archivists when referring to Website archiving includes:
Backups: Means to copy information to another medium such as to a disk or tape as a precaution in case information gets corrupted or destroyed. *
Crawl: Refers to the capture of a firm’s Website that is conducted by a crawler.
Data center: Data center is the physical location where the archiving firm stores, preserves and retrieves a firm’s Website archives.
Immutable: Unchangeable, that which cannot be changed, altered or modified in anyway.
Records: Any recorded information, including but not limited to documents, videos, audio files, created by a firm housed on its Website.
Record retention policy: The policy defined by a firm’s record retention policy, refers to the length of time a firm is required by its regulatory bodies to preserve its Website archives.
URL (Uniform Resource Locator): Is the location of a resource on the Web.
WArc File: is made of disaggregated WArc records.
Website Archive: Refers to the collection of a firm’s Website published information that has been recorded on the World Wide Web, and is preserved for regulatory purposes and for accessing at a later point in time.
Web Archive: A collection of published materials on your Website that a firm has either made arrangements for or has accepted long-term responsibility for preservation and access in keeping with an archive’s user compliance policies.
WORM (Write-Only Read-Many): Describes data storage that once written, it is immutable and cannot be changed. This unequivocally proves that the information stored has not been modified or changed in anyway.*
* Backing up your Website, while important, is different than storing your Website archives to WORM. Backups are simply that, mere backups of your information and can be changed and modified. When Website archives are stored to WORM format, this means your files are immutable and cannot be changed. WORM storage is required by many financial firms.