Managing Social Media as Official Records

Transcription

1 Managing Social Media as Official Records Archives & Records: Ensuring Access COSA, NAGARA, SAA Joint Annual Mee?ng August 10-16, 2014 Washington, D.C.

2 Geof Huth, Director of Government Records Services, New York State Archives Lorianne Ouderkirk, Records Analyst Manager, Utah State Archives and Records Service Darren Shulman, City AQorney, City of Delaware, Ohio Patricia C. Franks, Associate Professor, School of Library & Informa?on Science, San Jose State University (Moderator)

3 Today s topics: Ø Managing social media records Ø Social media management resources and training Ø Implemen?ng a social media plan

4 SOCIAL MEDIA MANAGEMENT: TRAINING AND RESOURCES AVAILABLE TO UTAH STATE AND LOCAL GOVERNMENT Lorianne Ouderkirk Records Analyst Manager Utah State Archives and Records Service

5 Social Media and Government

6 Social Media and Government

7 Social Media and Government Role of the Utah State Archives is to educate governmental en??es on Risks Iden?fying social media records Applying appropriate reten?on schedules

8 The Tools Publish social media guidelines Maintain reten?on schedules Host training events

9 The Tools: Social Media Guidelines

10 The Tools: Social Media Guidelines Risks of engaging in social media Important considera?ons Preserving social media records Iden?fying and retaining social media records

11 The Tools: Reten?on Schedules Focus on func?on and content, not format Social media records usually can follow an already exis?ng schedule Reten?on Schedules Correspondence Publica?ons Core Func?on

12 The Tools: RIMM Event

13 The Tools: RIMM Event Social media presenta?ons covered Strategies for successfully managing social media risks Complying with state laws Crea?ng and implemen?ng a social media policy agency- wide Iden?fying social media records Overview of products for managing or capturing social media records

14 What social- media- related informa?on presented was most relevant to your agency s current needs? Preserving social media content Agency- wide guidelines Legal risks 0.00% 10.00% 20.00% 30.00% 40.00% 50.00%

15 What social- media- related informa?on presented was most relevant to your agency s current needs? Preserving social media content 23.08% Agency- wide guidelines 46.15% Legal risks 15.38% 0.00% 10.00% 20.00% 30.00% 40.00% 50.00%

16 How has the informa?on presented influenced your agency s approach to using social media? Decided to not engage in social media at this?me. Crea?ng (or have created) an agency- wide social media policy. Included an appropriate use policy on our social media sites. Explored one or more digital preserva?on tools introduced. Not yet had?me to implement new ideas. 0.00% 10.00% 20.00% 30.00% 40.00% 50.00%

17 How has the informa?on presented influenced your agency s approach to using social media? Decided to not engage in social media at this?me. 7.69% Crea?ng (or have created) an agency- wide social media policy. Included an appropriate use policy on our social media sites. Explored one or more digital preserva?on tools introduced. Not yet had?me to implement new ideas. 7.69% 7.69% 23.08% 46.15% 0.00% 10.00% 20.00% 30.00% 40.00% 50.00%

18 Summary Governmental en??es need to consciously manage social media records State Archives plays an important role in assis?ng governmental en??es Governmental en??es appreciate assistance provided

19 Ques?ons? Lorianne Ouderkirk Utah State Archives and Records Service

20 Geof Huth Director of Government Records Services New York State Archives MANAGING SOCIAL MEDIA RECORDS IN NEW YORK STATE AND LOCAL GOVERNMENT

21 Key Points Social media are rarely managed as records Many risks of bad management Must manage social media records Must preserve social media archival records

22 Social Media Creates Government Records

23 Rarely Manages the Records In New York State No local governments fully manage social media records No state agencies do either The State Archives Provides training and resources Promotes best prac?ces Preserves social media with some success

24 Social Media and Records Risks Records not in government control Inefficient use of resources Vulnerability to cyber attacks Public embarrassment Inability to produce records

25 Concerns with Outside Control Reliability Data integrity Access to data Security Vendor instability Lack of open standards

26 Use Contracts When Possible Records possession, custody and control Costs Disaster mitigation Ownership Records transfer Accessibility Security Storage Retention and disposition Termination of contract Freedom of information laws ediscovery

27 Develop Policies and Procedures Content creation 1. Strict internal controls 2. Control to business units 3. No internal controls Appropriate use Identify who will create content Have external acceptable use policy Security

28 Inappropriate Behavior Or Evil Bureaucrats Plot to Reduce Childhood Obesity

29 Managing Reten?on and Disposi?on Determine what is a record Treat some sites as one discrete record Examine content of record Match to existing retention schedules If none, contact the State Archives Retain records for entire retention period

30 When to Capture Determine frequency of capture on If for long- or short-term retention Frequency content changes Quantity of content Stability of the application used Tools available to extract date Retention

31 Capture Alterna?ves I Service provider archiving apps Facebook TwiQer (download as XML) Web Harves?ng Archive- It OCLC web archiving Preservica Heritrix itself Outside specialized tools

32 Capture Applica?ons II ArchiveSocial (Archiving tool) Commercial Archives Facebook, TwiQer, LinkedIn, and YouTube Captures all metadata Time- stamped digital signature to authen?cate Supports data export RegEd (Social media publishing tool) Commercial Also archives Facebook, Google+, LinkedIn, RSS, TwiQer, YouTube, and

33 Technical Challenges Capture is not preserva?on Conglomera?on of formats in one set of social media records Technical obstacles to capture Large volume of records No clear cutoff point for capture Must retain metadata as well Decontextualized social media streams from their eco- systems

34

35

36 Summary Tools and social media will change Create only what you need to Follow policies and procedures Follow retention schedules Preserve social media records Provide access to these records

37 Ques?ons? Geof Huth Director of Government Records Services New York State Archives

38 IMPLEMENTING A SOCIAL MEDIA PLAN Darren Shulman City AQorney City of Delaware, Ohio Social media plan handout available at: hqp://amazon.sjsu.edu/html- pfranks/socialmedia/ Plan_for_Social_Media_Engagement.pdf

39 Key Points The decisions you make when you start using social media will impact your records reten?on Using a Social Media plan will help guide you through those decisions

40 Who does not use social media?

41 When Should I Think About a Social Media Plan? Answer: Ideally, you will work through your social media plan before you start using social media. If you are already involved in social media, you should start working on your plan now!

42 Comple?ng a Plan 1. Agency/Department/Sec?on/Unit [Who is considering using social media?] Legal Department 2. Proposed Timeline: [Include an?cipated launch date, project milestones, and if applicable, termina?on date] Proposed launch January 1 3. Contact [Person who will be responsible for account] Name: Title: E- mail: Jane Doe Administra?ve Assistant Phone:

43 Iden?fying the Plaworm 4. Iden?fy the social media plaworm on which you would like to par?cipate [Fill out a new plan for each social media plaworm. Different plaworms present different challenges]:

44 Gexng the Right Players Involved Why is each role important? 5. Have You Talked With (check all that apply and insert contact person) Communications: Information Technology: Legal: Program(s)/Business Unit(s): Records Management: Other Areas or Offices: Add additional areas or offices within as dictated by your specific mission, goals, and objectives

45 Strategy 6. Descrip?on of Strategy Who are you aiming to connect with? Provide rapid updates to no?fy drivers of road closures or emergencies. How are other agencies, staff, and your leadership affected by the use of social media? Posts could cause an increase in calls to the City asking for further informa?on. Person who answer phones should be no?fied when a post is updated and given informa?on to help answer ques?ons.

46 Content Management Example approaches The public informa?on officer is responsible for content. Departments who wish to post something can submit to the PIO for review and pos?ng The page is set up to allow user comments. Therefore, the page will be monitored each day at 4:00 to review comments. Content will be posted as needed. Current expecta?on is once per week. Comments will be allowed.

47 Public Records Impact Things You Post Is the content you are pos?ng a public record? Copy of exis?ng record? Does it meet the defini?on of a public record? If it is a record, how will you maintain the records? Fit reten?on schedule? Print or save PDF? Remember social media is rapidly changing Things Someone Else Posts Are comments a public record? How will you treat vulgar/offensive/spam comments? Accepted as an avenue to file complaints/make reports?

48 Reten?on of Records What are you pos?ng? Your plan will help answer reten?on ques?ons. Iden?fy schedules that fit what you are pos?ng If no schedules fit, create reten?on schedules Assign someone to manage the records according to the schedule Remember, in most cases, the site controls the data. It is likely the social media site will only allow access for a limited?me.

49 To Comment or Not To Comment, That is The Ques?on How would you handle vulgar, offensive, adver?sing, or spam comments? A) Delete them Not meet defini?on of record Reten?on schedule Post no?ce on site about how you will treat comments B) Leave them up on the site Consider a disclaimer

50 Sample No?ce This site is intended to serve as a mechanism for communication between the public and the on the listed topics. Any comments submitted to this page and its list of fans are public records subject to disclosure pursuant to Section of the Ohio Revised Code. The comments expressed on this site by non-state commentators do not necessarily reflect the official views of. Comments posted to this page will be monitored during regular business hours. reserves the right to remove inappropriate comments containing, but not limited to, the following types of content: Vulgar, profane or offensive language and sexual content or links to sexual content Content that promotes, fosters, or perpetuates discrimination on the basis of race, color, age, religion, sex, national origin, military status, disability, genetic information or sexual orientation Spam or solicitations of commerce Content that advocates illegal activity Endorsement or advertisement of a vendor s products or services Content that supports or opposes political views, campaigns or ballot measures Infringement upon copyrights or trademarks Information that may tend to compromise the safety or security of the public or public systems

51 Links, Endorsement, Adver?sing If this ad appears on your Facebook page, why should you care? Impression that your organiza?on endorses the product/person Link could go to an outside site that has a virus or is otherwise objec?onable Impression that your organiza?on makes money on the ad

52 What Can I do about Ads? Disclaimer to set expecta?ons: For your convenience, this site may contain hypertext or other links to external Internet sites that are not provided or maintained by. Please note that cannot guarantee the accuracy, relevance, timeliness, or completeness of these external sites. In addition to material posted by, this page may include ads and suggestions for other profiles to view selected by [insert social media site] and links to third party sites included in user comments. The inclusion of these ads, profiles, and links is outside of the control of and are not an official endorsement of any product, person, or service, and may not be quoted or reproduced for the purpose of stating or implying endorsement or approval of any product, person, or service. does not receive any revenue from any of these links or sites.

53 Closing Thoughts: What your Social Media Plan is not Your social media plan is not the employee social media use policy for their private accounts You should consider adop?ng social media policy for employees use of their own accounts When they can access Prohibit pos?ng confiden?al material Cri?cize work/supervisor? Can be included in IT policy, HR policy, or work rules

54 Ques?ons? Darren Shulman City AQorney City of Delaware, Ohio

55 Brief Summary KEY POINTS

56 Your organiza?on is likely to have SM records. Don t be shy borrow ideas from your colleagues but adapt them to your needs. Resources and training are essen3al. A social media plan can be your guide to smart SM records reten3on decisions.

57 Ques?ons? Lorianne Ouderkirk Utah State Archives and Records Service Geof Huth New York State Archives Darren Shulman City of Delaware, Ohio Patricia C. Franks San Jose State University (Moderator)

58 Link to Strategic Planning Document Social media plan handout available at: hqp://amazon.sjsu.edu/html- pfranks/socialmedia/ Plan_for_Social_Media_Engagement.pdf