Guide for state organizations on archiving documents

Learn how your state organization can archive its documents. Most documents will be archived with either the Secretary of the Commonwealth or with the Massachusetts State Library.

Why is it important to archive documentation?

• It’s the law: State agencies are required to submit copies of their publications to the state library.
• Maintain up-to-date content: Archiving and unpublishing old documents prevents people from coming across them either on Mass.gov or in Google searches
• Make it easier to manage your content: Archiving content reduces the number of documents your organization has to manage

The State Library recommends you archive documents when you upload them. That way, you don't have to deal with archiving when you're ready to take a document down.

What content should you archive?

You organization can archive:

• Out-of-date documents and forms, especially if they refer to services you no longer offer
• Meeting minutes and agendas
• Past publications of newsletters, brochures, and flyers
• Old audits and reports
• Internal documentation 

Different archives accept different kinds of documentation. If you’re not sure if your document(s) should be archived, contact the Archive directly. 

Where can I send content to be archived?

Massachusetts State Archives

The State Archives, under the Secretary of the Commonwealth, ensures that government administrative records are preserved and accessible after they’re no longer in use.

What type of documents does the State Archives take?

• Records that are no longer in administrative use. (However, they may accept physical documents or copies that are still in use, as long as your organization still has digital copies it can use.)
• Records "of particular historic importance." If you're unsure if your documents meet this standard, email the State Archives and ask.
• Documents that are considered “permanent” by state law

The archive can accept and store both physical and digital files.

How to archive your documents with the State Archives

Contact them by email [e-mail] or phone [phone]). Learn more on the State Archives website.

State Library of Massachusetts

The State Library keeps a record of state publications that are intended for the public. State law requires that all state agencies submit a PDF or, if originally published in hardcopy, a copy.

Learn more about the difference between the State Library and the State Archives.

What type of documents does the State Library take?

Examples of what the State Library will archive:

• Advisories
• Bulletins
• Reports
• Newsletters
• Meeting minutes
• Task force findings

Examples of what the State Library won't archive:

• Agendas
• Applications
• Requests for proposals
• Posters
• Hearing transcripts
• Documents that are only for internal use

This guide offers a more exhaustive list of what to submit to the State Library.

 The State Library accepts all types of file formats, however they must meet the accessibility requirements provided by the Massachusetts Office on Disability.

If you aren’t sure whether your document can be archived with the State Library or not, they encourage you to contact them and ask. 

How to archive your documents with the State Library

• For electronic publications, email a copy of your publication(s) to [e-mail]
• You can also submit documents online. (You'll also find a link to this form in the "add document" interface. This means you can add something to Mass.gov and archive it at the same time.)
• For print publications, you can drop off or mail one copy of your publication(s) to:
  
  State Library of Massachusetts 
  24 Beacon Street
  State House, Room 341 
  Boston, MA 02133

Contact the State Library if you’re unsure if you should submit. You can reach them by email ([e-mail]) or phone [phone]).

The Wayback Machine

Your Mass.gov content is also archived on the Wayback Machine through their subscription product, Archive-It. Archive-It is a tool that scans websites and captures snapshots of them. You can find archived snapshots of any page under the Revisions tab in the Mass.gov CMS.

The Wayback Machine can be a helpful way to see how your pages have changed over time. However, it's not an official archive, and it won't capture all your changes. It’s also not a great way to track documents. To archive documents, submit them to the State Library or State Archives.