NACIO Webinar September 2014
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1 NACIO Webinar September 2014 TCU Public Communicator Program Dr. Jacqueline Lambiase, Co Director Jessica Beyer, NACIO First VP, Blue Earth County, Minn. Social Media & Public Records: What You Need to Know Anil Chawla Founder & CEO Archive Social
2 Social Media & Public Records: What You Need to Know Presented by Anil Chawla Founder & CEO
3 My goals for this webinar live! 4 Share real life examples and case studies Discuss your options for record keeping Demonstrate an automated archive Answer your questions Slide 3
4 The Public Records Issue Slide 4
5 Colorado Open Records Act Section "Writings" means and includes all books, papers, maps, photographs, cards, tapes, recordings, or other documentary materials, regardless of physical form or characteristics. "Writings" includes digitally stored data, including without limitation electronic mail messages, but does not include computer software. Slide 5
6 Texas Public Information Act Section (c) Updated by Senate Bill 1368, effective September 1 st, 20 The general forms in which the media containing public information exist include a book, paper, letter, document, e mail, Internet posting, text message, instant message, other electronic communication, printout, photograph, film, tape, microfiche, microfilm, photostat, sound recording, map, and drawing and a voice, data, or video representation held in computer memory. Slide 6
7 But are you receiving requests for social media? Any and all documents that relate to All reports of the incident All notifications of the street closure All s and communications between Slide 7
8 Real Social Media Records
9 Example #1: Emergency response
10 Example #2: Public safety & assistance
11 Example #3: Customer service Slide 11
12 Example #4: Public records request
13 Legal Case Studies
14 Case study: Why metadata matters O'Neill v. City of Shoreline Case No Lawsuit requesting metadata about who sent an Settled in 2013 after 7 years City paid $538,555 As a result of this case, the Washington Supreme Court ruled that metadata is subject to disclosure under the Public Records Act.
15 Example: Metadata in a tweet 126 characters = 2,308 characters of metadata Important details such as user IDs & timestamps Critical for authenticity in legal situations
16 Case study: A social media lawsuit Hawaii Defense Foundation, et al. v. City and County of Honolulu, et al. Case No. 1:12-cv Lawsuit filed because of deleted Facebook postings Plaintiff claimed 1 st amendment rights were violated City settled by agreeing to pay $31K in attorneys fees Beyond public information requests, social media records can also serve as key legal evidence.
17 Why isn t this IT s problem? The data exists outside IT s control Access to social media is not centralized Are you responsible for public information? An archive can help you the most Slide 17
18 Record Keeping Options Slide 18
19 But first what not to do! DO NOT believe that one way social media exists. You can t: Turn off Facebook comments Prevent Twitter mentions Disable all private messaging DO NOT rely on each social network to keep your data forever. Slide 19
20 Partial Solution #1: Manual archiving Manually copy & paste, or take screen shots, from each social networking site.
21 Manual archiving: pros / cons PROS Free No IT deployment CONS Not actually free Difficult to organize & manage Poor records; easily disputed
22 Partial Solution #2: Personal backup tools Periodically capture a basic copy of your social media data from each social network.
23 Personal backup tools: pros / cons PROS Automated Captures raw data Cheap CONS Very basic capture Very little context; hard to make make sense of the data Not designed for record keeping; limited search functionality
24 Partial Solution #3: All in one archiving Deliver records to a multi-purpose archive, usually converting content to .
25 All in one archiving: pros / cons PROS Automated Convenience of one solution, if also combing your in the same archive CONS Data loss due to data conversion; loses metadata Cumbersome to search & re construct conversations
26 The 4 most important factors Frequency: How quickly can you capture new content before it is lost or deleted? Comprehensiveness: Do you have all of the records you need? Are the records complete? What about metadata? Authenticity: How is the data stored? Can you prove that it is an accurate record? Will it hold up in court? Context: How easily can you locate the relevant records? Can you actually make sense of them when needed?
27 Social media archiving done right Easily capture, manage, and produce records in an authentic, legally-sound fashion. Slide 27
28 LIVE DEMO
29 Open Government in Practice World s first city to a launch an Open Archive of Social Media for citizens to search & access public records. Austin's Open Archive of Social Media NC s Social Media Archive First government in the world to launch an open archive. Snohomish County s Archive First county in Washington to launch an open archive. Slide 29
30 About ArchiveSocial Headquarters: Durham, North Carolina Customers include: City & County of San Francisco (CA), Travis County (TX), Palm Beach County (FL), Wake County (NC), Washington County (OR), Spokane County (WA), State of North Carolina, US National Archives Slide 30
31 Social Media Archiving for Government (919) Sample your own archive at
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