Content Archival Policy (CAP)

1. Purpose

The Content Archival Policy (CAP) of Goa Human Rights Commission defines the principles, procedures, and timelines for archiving, retaining, and retiring content published on the website. The purpose is to ensure that the website displays only current, relevant, and accurate information while preserving outdated content in a structured, retrievable archive for historical, legal, and audit requirements.

2. Scope

This policy covers all forms of content published on the website, including web pages, documents, news items, notifications, circulars, tenders, events, images, videos, datasets, and downloadable files.

3. Guiding Principles

The website shall not display expired, obsolete, or outdated content on live pages.
Archived content shall remain accessible through a clearly labelled archive section.
Archival shall not result in permanent deletion unless retention periods have lapsed and disposal is authorized.
Every piece of content shall carry a defined validity or relevance period at the time of publication.

4. Content Categories and Archival Timelines

Content Type	Active Period	Archival Action	Retention
News / Announcements	3–6 months from publication	Move to “News Archive”	Minimum 3 years
Tenders / Notices	Until closing date + 30 days	Move to “Archived Tenders”	Minimum 5 years or as per law
Events	Until event date + 15 days	Move to “Past Events”	Minimum 3 years
Press Releases	12 months	Move to “Press Archive”	Minimum 5 years
Circulars / Orders	Until superseded or withdrawn	Move to “Archived Circulars”	Permanent / as per retention schedule
Job Vacancies / Results	Until process concludes + 30 days	Move to “Career Archive”	Minimum 2 years
Annual Reports / Publications	Current year prominent	Move to “Publications Archive”	Permanent
Policy Documents	Until revised or withdrawn	Previous versions archived	Permanent
Images / Photo Galleries	Based on event relevance	Move to “Gallery Archive”	Minimum 3 years
Data Sets / Statistics	Until superseded	Versioned archive	Permanent

5. Archival Workflow

Identification: The Content Owner identifies content that has completed its active period or has become outdated.
Review: The Moderator verifies whether the content should be archived, retained, superseded, or disposed of.
Approval: The Approver authorizes the archival action.
Archival: Content is moved from the live section to the appropriate archive section in the CMS. The archive retains original publication dates and metadata.
Redirection: Where necessary, archived URLs shall be redirected or clearly marked, and broken links avoided.
Logging: Archival action, date, and authorizing official are recorded in the audit log.

6. Disposal of Archived Content

Archived content that has exceeded its retention period may be disposed of only after:

Review by the Web Information Manager and concerned Department Head.
Written approval from the competent authority.
A backup copy being preserved in the organization’s records management system where applicable under law.

7. Access to Archived Content

All archived content shall remain accessible to users through:

A dedicated “Archive” section in the main website navigation.
Category-wise archive pages (News Archive, Tender Archive, etc.).
Search functionality that includes archived content.
Clear labeling indicating the content is archived and may not reflect current information.

8. Display Conventions for Archived Content

Each archived page shall display a notice: “This content has been archived on [date] and is retained for historical reference. For current information, please visit the relevant section of the website.”
Archived items shall not appear in “Latest Updates” or “What’s New” sections.
Archived content shall not be indexed as “new” for search engine freshness.

9. Roles and Responsibilities

Content Owner: Identifies content due for archival.
Web Information Manager: Oversees the archival process, maintains archive structure, ensures compliance.
IT / Web Team: Executes archival actions in the CMS, manages redirects, and ensures backups.
Approving Authority: Authorizes archival and disposal actions.

10. Audit and Review

The archival process shall be audited at least annually. The policy itself shall be reviewed every 12 months or whenever significant changes occur in regulation, technology, or organizational processes.