Content Archival (CAP) Policy

1. Purpose

The Content Archival Policy (CAP) defines the process for identifying, reviewing, archiving, retaining and removing website content that is no longer current or required for active display. It aims to preserve institutional records and maintain accurate, accessible public information.

2. Scope

This policy applies to content published on the official AIIMS Bilaspur website, including notices, circulars, recruitment advertisements, tender documents, academic announcements, examination information, reports, news, event records, policies and downloadable files.

3. Objectives

  • Prevent expired or obsolete information from appearing as current.
  • Preserve records of institutional and public importance.
  • Establish a consistent content archival process.
  • Support transparency, accountability and applicable record-management requirements.
  • Ensure archived content is clearly identified and does not mislead visitors.

4. Identification of Content for Archival

Content may be considered for archival when:

  • The validity period or application deadline has expired.
  • A notice, circular or announcement has been superseded.
  • An event or activity has concluded.
  • A policy, guideline or procedure has been replaced.
  • Information is no longer relevant to current institutional operations.
  • The concerned department requests archival with appropriate authorisation.

Content shall not be archived solely because of its age if it continues to serve a legal, administrative, academic, historical or public-information purpose.

5. Archival Procedure

  1. The concerned department or website management team identifies content for review.
  2. The content is assessed for validity, relevance, legal obligations and public interest.
  3. The authorised authority decides whether the content should remain active, be updated, archived or removed.
  4. The website administrator implements the approved action.
  5. Archived content is labelled appropriately to distinguish it from current information.
  6. Links, attachments and references are checked to prevent broken links or misleading information.
  7. The archival action is recorded according to institutional procedures.

6. Archival and Retention Periods

Retention periods shall be determined by the concerned department in consultation with the appropriate administrative or records-management authority, considering applicable Government of India instructions, institutional retention schedules and legal requirements.

Removal from active website display does not automatically authorise deletion of official records. Records shall be retained or disposed of only in accordance with approved schedules and required authorisation.

7. Access to Archived Content

Archived content may remain publicly accessible where appropriate and authorised. Published archived material should indicate its historical status or relevant date. Confidential, restricted, personal or protected information shall be handled in accordance with applicable laws and institutional policies.

8. Replacement and Version Control

When a notice, policy or document is replaced, the current version shall be clearly identifiable. Where appropriate, a link to the superseded version may be retained for historical or administrative reference. Archived versions shall not be presented as currently applicable.

9. Responsibilities

  • Concerned Department: Identifies outdated content and confirms its continuing relevance.
  • Authorised Approving Authority: Authorises archival, retention or removal as required.
  • Website Administrator/Publisher: Implements approved actions and checks links and content status.
  • Web Information Manager (WIM): Coordinates implementation and monitors compliance with the policy.

10. Review and Approval

This policy shall be reviewed periodically and whenever relevant Government instructions, record-retention requirements or institutional procedures change. It shall be implemented after approval by the competent authority of AIIMS Bilaspur.