Purpose

This policy defines the retention and archival standards for content published on UIS-managed websites. The goal is to ensure that web content remains current, relevant, and manageable, while preserving historically significant information through an external archive.

Scope

This policy applies to all UIS web properties managed or supported by the UIS Web Team, including official university news, departmental news, and event listings.

Retention Guidelines

The following retention periods apply:

• Official UIS News:
  Retained on the primary website for 5 years from the date of publication.
• Departmental News:
  Retained on the primary website for 4 years from the date of publication.
• Past Events:
  Retained on the primary website for 1 year after the event date.

Archival Process

• Content exceeding the retention periods listed above will be removed from the primary website.
• Removed content will be migrated to an external archive site maintained or designated by UIS.
• The archive will serve as a historical record and may not maintain the same design, structure, or accessibility standards as the primary site.

Responsibilities

• The UIS Web Team is responsible for:
  • Monitoring content age and retention timelines
  • Coordinating the migration of expired content
  • Maintaining the integrity of the archive process
• Content owners (departments and units) are responsible for:
  • Ensuring content accuracy during its active lifecycle
  • Notifying the UIS Web Team if specific content requires extended retention for compliance or business needs

Exceptions

Exceptions to this policy may be granted for legal, compliance, or institutional priority reasons. Requests for exceptions must be submitted to and approved by the UIS Web Team.