The HTML and image files on the Remote Web Site are backed up on CD-R media monthly. The copies are maintained in 726 Lewis Hall. (See Policy 10, Posting File to the Web Server, 6-8). A count of HTML files can made from these backups.
The purpose of monthly backups is to be able to retrieve the contents of the Archives website in case the remote server goes down or in case files are accidentally overwritten. The purpose of counting HTML files is to assess the overall growth of the Archives website.
This policy applies to all University of Missouri-Columbia Archives staff members and student workers.
4-1. The Technical Services Archivist is responsible for creating a backup on the first weekday of every month.
5-1. CD-R - short for Compact Disk-Recordable drive, a type of disk drive that can create CD-ROMs.
5-2. FTP - short for File Transfer Protocol, the Internet protocol for sending files.
5-3. HTML - short for Hypertext Markup Language, a document-layout and hyperlink-specification language. It defines the syntax and placement of special, embedded directions that tell a Web browser how to display the contents of a document.
5-4. Local Web Site - The HTML files and directories resident on the local WS-FTP directory on the hard-drives of individual PCs in the University Archives. When files have been edited, reviewed, and approved they are transferred to the Remote Web Site using WS-FTP.
5-5. Remote Web Site - The HTML files and directories for the University Archives Web site maintained on a Web File Server by UM-Systems Computer Support unit.
5-6. WS-FTP - A program used to transfer files from a local PC to the UM-System Web file server.
6-1. Backup
6-1-1. Allow 20-30 minutes for this entire procedure.
6-1-2. Use PC #0023045419 in 726 Lewis Hall
6-1-3. Blank CDs are located in a spindle in 726 Lewis Hall.
6-1-4. Sleeves for the CDs are created from photograph sleeves in the supplies located in 723 Lewis Hall.
6-1-5. Create the backup:
6-1-5-1. Open FTP
6-1-5-2. In FTP, get to / in the Remote Site field
6-1-5-3. In FTP, on the Local System side of the interface, navigate to the folder being used to temporarily store the backup of the html files by clicking the green arrow and double click on the folder to insert its directory path in the field
6-1-5-4. In the Remote Site / directory, highlight all of the folders and files
6-1-5-5. Click the left transfer arrow to transfer the folders and files from Remote Site to Local System. (If there is a pop-up box, answer Yes to the question). This process will take some time.
6-1-5-6. Close FTP
6-1-5-7. Put a blank CD in E: (burner drive) with the shiny side facing down
6-1-5-8. Open a CD burning software program (e.g., Adaptec Easy CD Creator, Roxio Easy CD Creator)
6-1-5-9. Set the software to burn data CD-Rs and follow software instructions for adding files
6-1-5-10. Follow software program’s instructions and burn the web files transferred via FTP to the CD-R
6-1-5-11.The burning process will take some time. Click OK when the process is finished and exit the program.
6-1-6. Label both the sleeve and the physical CD with the month, day, and year with a permanent, water-based marker (e.g., Dixon RediSharp Plus, Sanford Vis-a-Vis). If using a solvent-based marker, write only on the clear plastic edge immediately next to the spindle hole of the CD.
6-1-7.Place the CD in a sleeve.
6-1-8. Store the CD with the other CD backups in 726 Lewis Hall.
6-2. View and Save an HTML File Count
6-2-1. Insert the Backup CD, which was just created, into D:
6-2-2. Open My Computer
6-2-3. Open (D:)
6-2-4. Click View
6-2-5. Click List
6-2-6. Click View
6-2-7. Click Arrange Icons
6-2-8. Click by Type
6-2-9. Highlight (by clicking once on the file) the first .html file of the list. Just look for the first file that has .html at the end of it.
Note: The first .html file might possibly be 1900-.html
6-2-11. Hold down the Shift key
6-2-12. Highlight (by clicking once on the file) the last .html file of the list. Just look for the last file that has .html at the end of it.
Note: The last .html file might possibly be whysend.html
6-2-13. Right-click on any highlighted item on the screen
6-2-14. In the pop-up menu, click Properties
6-2-15. Write down the total number of html files and their total size in megabytes (MB).
6-2-16. Enter this information in the appropriate locations on the current fiscal year's statistics Excel spreadsheet workbook. The Excel document will be located on the University Archives' 'P-Drive'.
6-3. Update the Revision Date on the University Archives main or gateway web page
Return to the Table of Contents6-3-1. Using FTP (see Policy 10) transfer the file 'copyright.php' from the 'inc' folder in the 'archives' folder to the local computer.
6-3-2. View the 'copyright.php' file and update the revision month (and year if necessary). The place to make the revision is indicated by html comment lines in the 'copyright.php' file.
6-3-3. Save the 'copyright.php' file.
6-3-4. Transfer the file 'copyright.php' back into the 'inc' folder.
6-3-5. Exit the FTP program used to transfer the file.
6-3-6. In a web browser, double check that the revision was successful.