Managing Social Media Records Webinar
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Managing Social Media Records Webinar

February 28, 2020


Hello everyone and as the recording that you just probably heard this webinar is being recorded. My name is Rich Sloma. Welcome to today’s New York State Archives presentation of Managing Social Media Records. Today’s presenter is Dennis Reilly. As many of you know Dennis is the New York State Archives Regional Advisory Officer, or RAO, for our Hudson Valley-Catskill Region which consists of twelve counties and goes from Columbia to Westchester to Sullivan counties and everything in between. This session is being recorded and will be available for future viewing. If you have any questions during the presentation we ask you to please type them in the chat box to the right side of your screen and we’ll answer them at the end of this presentation. And at this point in time I will turn the presentation over to Dennis. Okay, thank you Rich. Although I do not seem to be able to advance the slides It may you do have the presentation you have to do the presenter, right? So up on top there, you’ve got to you should have a tab that says next page. Ah got it! See how there you go. Okay. Sorry about that little technical glitch everyone. Thanks Rich for the introduction and let me add my welcome to everyone here today as You will see we have two more webinars coming up on February 26th on digital imaging and March 11th on Email essentials so mark your calendar register. We’d love to have you back again for those So let’s talk about social media Now if electronic records much less social media records seem something like out of science fiction something distant and remote alien even The final frontier in records management as it were sit back take a deep breath. You’re in the right place because Today, we’ll explore some strategies approaches and practical considerations to help demystify managing these types of records and These are the objectives for today We’ll discuss the purpose and risks of using social media we’ll examine some challenges of managing social media records as Well as explore options in planning your social media activity with records management in mind we’ll look at some factors to include when developing suitable policies and procedures to address social media including Some approaches to records retention and archiving of such records and as Richard mentioned We’ll have time at the end to answer any questions you might have So as we go along, please enter them in the chat box in the next hour We have a fair bit of ground to cover. We won’t necessarily get into some of the finer technical details, but Hopefully this presentation will provide the building blocks on which to make a solid start So I always like to start with the definition just so we have a common understanding of what we mean when we talk about social media, so here’s one definition social media is An interactive computer technology that facilitates the creation or sharing of information ideas interests other forms of expression via virtual communities and networks That’s a bit of a mouthful but broadly speaking social media refers to the use of the Internet where users help determine content which is intended to foster interactive information sharing there’s some common characteristic which include Again, this interactive nature. It’s web-based. The content is user-generated it connects individuals and groups and At its most basic it’s this conduit for communication to share information idea and ideas Some examples which hopefully are familiar to everyone include blogs and micro blogs such as Twitter or tumblr video sites like YouTube and Vimeo Image sharing services such as Flickr or Instagram and the ubiquitous social networking platforms like Facebook and LinkedIn So using that baseline definition, I’d like to pose a question to consider When do you think social media came about now? If you’ve looked at ahead at your handout at the next slide you have an idea of where I’m going Because we tend to approach electronic records email or in this case social media as some newfangled document form but It’s 20/20 and keeping the sci-fi theme going a little bit longer we’re two decades after the classic 2001 Space Odyssey, and we don’t have interstellar travel I think it’s time to accept the reality of the world we Exist in and we coexist with electronic records in all their varied messy complexity so social media and its simplest form has electronic communication that connects communities and allows individuals to share ideas and information With tongue planted firmly in cheek. I Suggest the Telegraph it’s electronic. It connects communities and it allows individuals to share information now Obviously, I’m stretching or exaggerating this notion My intent here is not to delve into The complexity of Computer History and technological developments but rather to demonstrate the roots of social media are nothing new More seriously going back to the 60s we have the basis of communication protocols and networked computers that are the foundation of Dey’s forms message boards chat rooms instant messaging The technology of lossy compression, which is very important in reducing file size which allows us to post all our photos and videos today came about in the 1970s and 1980s And of course the emergence of the internet and digital photography in the 1990s Really facilitated the social media platforms we know today But as you can see Even the early web-based platforms that we commonly think of when we talk about social media. Go back 30 years So I argue that social media records are not the realm of science fiction We have been creating social media content for several decades, but our records management Practices have not kept pace with these changes in Short in the year 2020 the futures now Some of these platforms have faded or altogether disappeared. What is hot today? May not last and who knows where social media trends will take us, but we have an obligation to Manage social media records as they are created Now why should government to use social media some of you are already using social media So hopefully you have considered the why but for those of you who may be wondering. What’s the point? social media platforms are increasingly a common means of distributing content and I would argue social media is increasingly an expectation especially from younger generations if you don’t exist on the internet or on social media Do you even exist at all? Platforms can help communicate with the public and educate them about government services activities decisions programs from community events or regularly scheduled board meetings to routine road closures for repair work or emergency situations They can also be a good marketing tool to demonstrate government transparency and accountability Furthermore depending on the level of interaction you can use social media to gauge public opinion on specific issues and I’d like to throw out one data point for everyone to consider and I realize there are outliers to this I know a few people who don’t have any social media presence or don’t even have a cell phone, but there’s a 2018 study that calculated Americans look at our phones on average 52 times a day that’s a total of 14 billion times for the entire population if We scale that down to just New York State. We’re still talking about an impressive 718 million views per day and much of that spent checking social media sites So I think there are some very good reasons. Why Governments should consider using social media Now With every new tool and innovation there comes some risks and social media is no different there is an element of Diminished control with social media with an attendant debate over ownership of the content since it is generated by users but hosted by a third party company Knowing and understanding the Terms of Service for each platform is therefore Rather important and I’ll touch on this briefly Later on Security of information is also important concern since posts are public and are available to third parties with either economic Interests in the host platform or those who comb data for their own Databases and business needs and I’d refer you to the 2018 Facebook Cambridge analytical scandal as just one example of that Cyber attacks and cyber security are another concern government entities in particular governments are Increasingly the target of such efforts and as a side note I’d refer you to the resources available through the New York state office for information technology Services and the multi-state information sharing and analysis center both have some useful free cybersecurity resources but hacking of accounts or cloning of accounts by rogue imposters does occur some examples include in 2013 The Associated Press tweeter Twitter feed with hacked in 2014 CNN had their Facebook Twitter and several blogs hacked In 2018 United States Senator Manchin from West Virginia had his social media presence hacked and just last year in 2019 Several Mexican government Twitter accounts were hacked So it happens you should be aware of it There is also the potential for embarrassment due to in temperent or ill-conceived posts you don’t have to search too hard to find examples of old content coming back to haunt an individual or organization or cases of twitter wars getting out of control Which may impact a government’s ability to control its intended message? More pertinent to our focus today are the Records implications of social media the deletion of records by a service provider does occur whether intentional or accidental Remember you are generating content and relying on the platform to safeguard your information two examples of this occurred in 2019 Yahoo! Groups which was launched back in 2001 Became defunct at the end of last year. It was purchased by Verizon and Verizon made the business decision to no longer host user created content now at one point there were 115 million users so we’re talking about a significant amount of content and you can find any number of news stories of archivists trying to preserve and save that information Another example is myspace which may has have lost some of its shine in popularity But back in 2006. It was the most visited website in the United States beating even Google But last year they had a problem during what should have been a routine server migration Which caused a huge data loss and reports vary on the scope and scale but it’s estimated that twelve years of uploads millions of songs photos videos that were uploaded prior to 2015 were lost and some estimates say as many as 53 million files From 14 million users were affected by the data loss And even more to our focus today social media posts are not always viewed as records and thus are not managed as such and then there is this related issue of being able to produce official records when you need to whether Due to a Freedom of Information request Ediscovery during litigation or just as a matter of routine business needs and I’ll discuss these last two points some more in subsequent slides Such as this one, so why aren’t social media accounts managed as records I Posit that there are at least four perceptions that lead to social media not being managed as records. However There are corresponding counter points that I suggest which prove these perceptions wrong or at the very least misguided First there is a perception that social media records don’t need to be managed. The risk is low and Public posts can just sort of hang out however There are inherent risks in not considering the records management implications again, whether for freedom of information Litigation or just effective data business needs if you are creating records But not managing them You’re simply setting yourself up for a headache and it may be harder to visualize social media posts Clogging up a system unlike physical records or even emails But the risks are the same second there’s a perception that records management adds to our workload and I have two words for this utter nonsense as public employees or public officials We are expected to manage the records we create and receive to document our official functions activities decisions It’s part of what we sign up for And I like to argue that good records management is instinctual rather than one more thing We’re already managing records whether we manage records. Well, which is to say efficiently and effectively Really determines how much of a burden this is the goal is to develop Practices and systems that make managing them part of your regular workflow. So as not to be a burden Third there is an attitude that social media posts aren’t records and To that I say well, maybe maybe not It depends on how social media is Used which will determine the records implications and whether or not you are creating official records that require managing and We’ll be talking about this some more later on Finally fourth Perception is that electronic records are hard to manage Well, yes and no Social media does pose some specific challenges, but if we just stand around wringing our hands about how hard it is We’re not really solving the problem Not doing anything can be even more challenging It is more advantageous to take small steps in the right direction Then to nothing at all. So if not now when are we going to do it? Now to start in an ideal world you will plan your social media use with records management in mind the paraphrase Benjamin Franklin a Failure to plan is a plan for failure and once upon a time. I had a co-worker Who would repeat that? endlessly So have a plan Preferably before you start using social media. It is always easier to manage records before their creation Whether it’s implementing new database systems business processes or workflows or deciding to utilize social media But if you’re already using social media services these I think are still some useful elements to consider having a plan as well as policies and procedures Which I’ll cover briefly next will help ensure everyone is on the same page and help mitigate the records management challenges and It’s important to plan with a team now Your particular environment or Organization may influence how you handle a team approach but records management should not be a one-person responsibility so obviously your mileage may vary in this regard and this dynamic will be different depending on the size of your department agency or government But getting management support and buy-in is always crucial to any endeavor and can make the difference between the success or lack thereof Having legal input helps protect the various equities and potential liabilities of using social media Information technology support is also critical when dealing with electronic records obviously including social media Understanding your IT environment what it can support and what it can’t support Will help guide your records management response to social media Records management and records access staff is perhaps an obvious no-brainer and critical element But at times when we’re talking about electronic records social media records management staff Aren’t at the table when they need to be and other units or departments such as highway or Public Works if you’re Going to use social media to notify about road closures or the police department Perhaps if you’re going to use social media for public safety issues, I’ve seen Facebook posts That are Amber Alerts or deal with other emergency situations. So it’s it is happening Larger government entities might also have public relations or press offices that have a stake in social media strategies They may actually even be leading it without being aware of the records management implications So when I speak of the plan I view this as a broad macro level approach that provides overall vision Why do social media in the first place? Is there a problem that needs to be solved or is this an instance of a solution in search of a problem? It’s important to verify that social media Will meet your business needs and to set the basic parameters of use. What do you hope to achieve? What sort of outcome do you expect? Is it measurable? Does it need to be measurable? in General what content do you want to include or exclude? This will help determine what records are being created if any What platforms are you going to use? Perhaps? You choose to use Facebook and Twitter but not Instagram just as an example This will help determine how to manage and possibly archive records as necessary and which staff or Offices will be involved. This helps determine who is responsible and how records management will be accomplished You always want to have written policies and procedures and if they’re not written to my mind Then they’re not policies and procedures. There’s some sort of oral tradition That’s not necessarily real reliable and we have a whole three-hour workshop on policies and procedures which I’m going to try and Encapsulate in one slide. I know pretty audacious pretty ambitious, but Briefly speaking The policy is the what the general rule to be followed or the desired outcome. That is broad in scope The procedure in contrast is the how the specific accent the step or established method for? Reaching a desired outcome. It’s the detailed and precise in scope and You can have two separate documents or combined policy and proceed your document. I think the format is less important than ensuring you cover the basics and any unique circumstances your government or agency might need to account for including the records management implications of social media So in your policies and procedures you want to lay out the types of content you you will be posting and Perhaps as important any content you won’t post Are you going to only post public announcements of an informational sort such as? When board meetings will occur or do you want to have that greater engagement in? putting important issues before the public to some extent this will be based on the level of public communication and interaction you want and to a much larger extent, I think we’ll What is the basic purpose of why you are using social media in the first place? You will also want to lay out the process of approving posts of posting content and Moderating any accounts does posting content need executive level approval Or are there categories of content for which authority can be delicate? if You engage the public through the comments feature who will moderate this activity It’s a personal pet peeve of mine when an organization posts content and then someone asks a question and Then there’s never a response from the account holder. I think that Might lead to a perception. We don’t want to encourage of being unconcerned or unresponsive and Of course. How often do you intend to post content daily weekly? I think it’s fair to say the prevailing expectation. Is that social media accounts are updated on a regular? frequent basis Otherwise the public won’t view it as a timely or perhaps reliable source of information So you need to ask yourself? What is your capacity to do this? Now there are a couple of models you can use to scope out your particular practices one involves Strict internal controls where a single staff member or a designated team is responsible for posting content One such model might be a single account for an entire town or village Where all content is fundable through a single person or team? Another model is where control is distributed to units of government where multiple accounts exist based on the agency department or office for example a County Clerk and Account Executive or Different bureaus of the same agency might have separate accounts a separate presence on the same platform The State Archives actually exists in both models to some extent We have a separate social media presence from our parent agency the State Education Department but a team of staff our social media team is responsible for internally coordinating and content as An aside there are third-party tools to help manage social media content across multiple platforms such as HootSuite and sprout social these might help manage your overall processes as I mentioned Policies and procedures should cover how interactive you expect your social media presence. We’ll be Setting out a clear acceptable use policy for staff will help reduce any risk or liability? It ensures staff know when it is appropriate to post on behalf of or representing an official government entity and this allows you to control the information being presented and you Should also develop policies that cover acceptable use by external parties. What sort of behavior? From the public will be deemed unacceptable Such as profanity or threats of violence. It helps sets the bar for everyone’s expectations You will also want to consider your branding of any social media presence This is more of a marketing decision. But to my mind is part of any planning and policy making process You might be able to adapt any internet use or email policies if you have them these can be a really good starting point for social media policies and I Would also refer you again back to the New York State Office of Information Technology Services. They have a social media policy While it is aimed at state level entities it can serve as a useful starting point for local governments as well Also the federal chief information officer Council while aimed at federal government entities Their website also has some useful resources on social media So let’s dive a little bit deeper into the records management implications of social media as You map out the basic policies. You should keep in mind the records implications including Records management aspects in your policies and procedures is important by planning for them You can mitigate the records management challenges social media content poses When addressing records retention requirements which arguably is the primary records management issue at stake there are some basic steps to take and These are really similar whether we are talking about social media content or other types of Records First when you post the social media, is it even a record and I’ll discuss this more in the next slides Second, is it the official copy? remember retention requirements only apply to the official copy or copy of record if Social media is simply duplicating information held elsewhere Then your retention needs will be different to a large extent you only need to worry about social media retention if content meets the definition of a record and is the official copy if the records information or data is held elsewhere then social media may be considered a duplicate copy in other words an on record if Social media posts do meet the threshold of being records then what retention item is appropriate this is where planning policies and procedures regarding use and content can mitigate the variety of possible retention items or retention periods Anyone who has looked at our general retention schedules will hopefully understand this. They’re quite dense and quite numerous if you consider retention implications at the beginning Then managing any records that are created can be less daunting It becomes easier when you focus on the function and ten social media posts to determine the appropriate retention periods My advice keep it simple There are some common record types that can be matched to our general retention schedule items and might be suitable to apply to social media content these include but are certainly not limited to General correspondence which at its most basic is a form of providing information to an external audience publications such as press releases another means of providing an official government position of communicating ideas decisions programs and Complaints or requests for services because of this interactive nature For example our local government retention item for correspondents is Divided into three sub items in which only those materials that document significant policies Decisions or events need to be retained permanently if your social media practices prohibit posting such content as Unique content then you can mitigate your retention responsibilities now keep in mind there’s usually a separate retention item for Executive level or senior management subject and correspondence records that may correspond to some social media content Likewise, if you allow public comments, you need to be aware of the implications as to whether the public is submitting a formal request for example you post a notice to Facebook or Twitter that certain streets will be closed for repair and A member of the public posts a reply mentioning a pothole outside their home that needs fixing Does this rise to the level of an official request that needs to be maintained in accordance with the retention schedule? Again, this is where policies procedures can can clarify that so think about the potential records lifecycle when you scope out the parameters of social media content and use Now When exactly is a social media post of government and record well Simply put when it meets the definition as provided in the Arts and Cultural Affairs law for state agencies That’s section 57 point zero five for local governments, that’s section 57 point one seven But in short the term record means anything regardless of physical form that is created or received by any government entity or public official in connection with the transaction of public business that documents government functions So your social media content? It might be a record if you can answer yes to any of the following does it contain unique? content does it provide evidence of Public interaction, was it created in the course of public business Was it created or received by a government entity? Does it serve as evidence of public business government? functions decisions or other activities if you answer yes to any of these Then you might have a record. So just some things to keep in mind Some other Records management considerations in addition to retention that I’d like to highlight are the following Recalling some of the risks. What are the terms of service for the platform’s you choose to use? Typically, these are handled through simple click-through agreements when you set up a profile But these are considered legal contracts. So understanding the platform’s rights responsibilities and obligations regarding your content and your records is Important this includes such issues as security storage ownership accessibility and migration or restoration now given the yahoogroups or myspace examples of just last year There doesn’t seem to be any recourse of her provide decides not to or fails to maintain your content Additionally, how are you going to handle public access to social media records either through Freedom of Information or discovery requests one argument is That social media posts are already public but you need to consider the implications as your posts accumulate and multiply and What about disposition we talked about retention? But even innocuous communications that have minimal retention periods need to be considered Do they simply exist forever? if they exist they are subject to the discovery process and One approach is to consider only posting content that does not pose a risk if available indefinitely and if your social media accounts do contain records, they meet the definition they’re unique and they have a lengthy retention period It’s not duplicated elsewhere and say needs to be retained greater than 6 years what is the plan to manage these records for the length of their retention period and If you need to manage records for a lengthy period how do you plan to capture any? Associated metadata such as date or time stamps and how do you plan to export both content and made it metadata? Do you treat the whole account as one record, or do you try to manage individual posts? This I think is where people start to hyperventilate and where some real challenges exist But this is also where good planning policies and procedures can mitigate many of these headaches a word about archiving social media let’s say you’re bold and you want to push the boundaries you’re posting unique content that needs to be retained and managed a little bit more proactively What are some possible approaches for saving or? archiving social media content here for avenues you can explore some platforms have tools to facilitate this and These are becoming more common Facebook has an archive feature which allows you to download an entire record of your activity up to The date that you download it Twitter has a request data function that’s similar In terms of archiving but knowing what is actually archived as important as some elements may not be captured in some instances the Twitter function may only include partial tweet data, for example You can implement a more technical web harvesting approach though My expectation is that few government entities will go this route But I provide this for your consideration Archive it is a subscription service developed by the Internet Archive Nonprofit organization. That is a popular web archiving system in contrast preserve acha is a third-party electronic records preservation system and Hara tricks is the web crawler designed for web archiving It was written by the Internet Archive but is available for free if you really want to set up an in-house capacity With all problems there come vendors with solutions social media is no different and there is an array of vendors who have Developed useful products to archive your social media content. None of these are endorsed but Here are a couple that market social media records and archiving solutions archive social backup of Feist Marsh page freezer There are probably several others out there as well for you to for to see what meets your needs The manual approach is probably something I would generally not recommend due to its labor-intensive nature, however It may have value. If you have a rare occasion to post content with a lengthy or permanent retention Your policies procedures your standard workflow is to limit your retention responsibilities, but an unforeseen event or certain set of circumstances occurs where you do post unique content That needs to be retained Say permanently, you could simply print the file or use a screen shot or otherwise convert to PDF as sort of a one-off Option this is not obviously a workable approach to frequent posts or vast Amount of content but might be suitable for one-off occasions again that require the retention of information Finally if you have social media records that require retention and Capture and you’ve decided on an approach on how you want to accomplish this Then you need to decide how frequent you will capture the content This can based on the length of retention. How frequent You post content or the quantity of the content it may also and probably more likely be determined by the method or tools you use to capture the content for example, if you Use the Facebook Archive feature. You might do that only once a year to capture an annual snapshot Moving forward if you’re using a third-party solution, are you capturing information? on a weekly basis or more or less frequently and It’s also important to keep in mind the stability of the platform you’re choosing to use when it comes to how frequent you capture the It might be inconceivable to imagine Facebook or Twitter disappearing But there are some good examples of social media platforms that haven’t survived So in closing hopefully it sort of been a little bit of a whirlwind but hopefully some of what we’ve covered today has helped demystify managing social media records and Help bring a more practical approach to something that might seem futuristic or in the realm of science fiction In summary plan your social media use and content with records management in mind and you can mitigate the Records Implications as well as your records management Obligations and maybe even save yourself some headaches in the long run now I’ve left About 15 minutes for questions that I’d be more than happy to field and help answer Okay, Dennis, I was also going to mention to folks Before they log off good if you had more than one person your location participating in this webinar If you could just please type in the number of participants in the chat box That way we’ll know if you have to say a good three four or five if it’s just you. No worries We have you counted Also, we’ll be sending everybody a brief survey so that they can have one from what you thought about our webinar and how we can Improve and as we’ve mentioned in the past and maybe no just record This webinar will be recorded and we’ll send registrants an email To the link to the recording and it will also be available on the New York State Archives YouTube page so we just want to see if there’s any questions here from folks And I see we do have a few uh We have a question here Are there any suggestions for a template of policies or procedures for social media? Um, I would start with the the New York State Office of Information Technology Services they have a few slides ago Let’s see if I can bring it back up Here you go, that’s the state-level social media policy so I would first look at that and also the federal CIO Council has some useful social media policies if you reach out to your if your local government and Reach out to your RA o or if your state agency reach out to the state agency services folks I do know we have I believe we have some Social media policy examples that we’ve gathered from from other government entities that we can certainly share with you Okay, um Also We’ve got to confirm Okay, I guess is asking her Erin will the recording posted on the YouTube page includes a PowerPoint presentation? No, we don’t do that yet What we ask people to do is just uh place an email if you like the PowerPoint and we can get the PowerPoint to you The handout also has powerpoint slides. Although those are of course the three slides per page Work book that we provide that has to be magnified and fun Adobe or something like that just made a little larger, but we can get you the PowerPoint if you feel like that Also, just think there’s any other questions here from anyone Okay, uh Janet here makes a comment she says The web address you provided for the New York State Office of Information Technology says we cannot access it because we are not authorized Really? Um It’s email me and I will sort it out because I did test that before Just like a week or so ago when I put the songs together and it works for me so, I don’t know if they are temporarily having an Internet connectivity issue, but if you email me directly, I’ll make sure we sort it out on the back end yeah, and I was also going to just post in here to The arc train at nice at gov email address too, so You can use that email as well or website and click on contact us Okay, um Same as any other questions here Let’s see just scrolling down So we’ve got a question here from Mary if we are sharing a post from another organization It is not necessarily created by our village but sharing information. Would that be considered a record? Good question, I think You’re posting it on behalf of your village, but it’s content from someone else I would say it It might meet that definition because again, the definition is created or received So you’ve you know If we take it back into the world of paper you’ve received the information and you’re communicating it further on so you you’re sort of putting your Branding over it. So I think you would need to consider the retention and records management implications Of that now the retention might be very minimal because It might not rise to the level of your thinking back to the correspondence issue where? For local governments we have three tiers You know that information that is significant that information that has legal or financial Implications and that information that has as none of that. So the retention might be very minimal and transitory But I would say that it meets that sort of basic understanding of You sort of communicated information on behalf of the village Therefore it sort of becomes your record if that makes sense Okay, also have a Quorum here from Monique about what we’d be providing a certificate or other proof of attendance for the webinar And the answer to that is no, unfortunately, we do not run our webinars like people with training a kind of credited type of classes so So we don’t do that for our webinars But we do provide certificates up for our in-person workshops. So if you attend any of those Please let us know and we will we will get you a certificate for attending one of those events Also have a question here from Colleen. I’m not really sure maybe Dennis. I understand another Shiva Question, but she asks, do you have directions for the Facebook archive? I Not at my fingertips, but if again if you Email me directly we can sort of walk through the steps or or really just google it. I’m sure there’s a YouTube video again, social media to the rescue that Can walk you through the steps? I know they have changed it over the last year or two or a couple years as to how that function operates, but if you’re interested in exploring that I’m happy to Walk you through that Okay, just check and see if there any other if there are any other questions And I don’t see any some folks have already dropped off Okay, oh uh Colleen again here she s is so Is there a standard retention time for social media? Or is it up to each I guess probably of government or entity. Ah Sure There is no blanket social media retention item. It would be based on the content that you’re posting our retention schedules are media neutral, which means whether it’s paper or electronic now social media microfilm even Retention periods apply to the official copy of record in weather, whatever Form or format that is and so it will really depend on the content you’re posting which is why Setting up your practices to limit I would recommend limits the number of potential retention periods will Limit your headache and your you know and complexity of managing it. So if you’re only putting you know informational notices out of inventory nature they have a much shorter retention period than if You’re putting out unique content again unique content not duplicated elsewhere that Demonstrates significant decisions or policies or programs? and We have a question here from Anna Is there a specific set up or maybe a format I suppose for municipal Facebook pages No, I don’t. I don’t believe so. I would assume again that is sort of your Your decision as to how how to set up your social media presence again from a hyssop allottee standpoint depending on how if we’re talking about a town or Even you know the difference between a town or a village or city depending on how big that is you might have a single social media presence versus Social media presence for each department. And again, that’s again. We’re planning as a team as to What your goals are and how you’re going to accomplish them really comes into play so that you know folks aren’t Freewheeling it on their own and then it becomes a bit of a Wild West when we do start thinking about records management and retention implications and I was also just going to mention to it people comprise to it other municipalities are doing examples and Colleen chimed in she said here Facebook needs to have a blue seal as a government agency. Does that sound? Damaged I’d not familiar with that. I’ve not heard of a blue seal And here the question from Mary Is social media typically an official site to publish things such as public notices Or is that something recommended to be written into a procedure? I? Would write that into the procedure as to whether or not arm And this is where legal counsel is important include whether or not social media posts can be deemed as that official legal notice of Intent I know Recently there have been some government entities at the federal level who have used Twitter And declared it the official legal notice of intent but I’m not a lawyer and so whether or not that meets that threshold for you know, that legal certification of public notices is where Planning with with your executive and your counsel’s office Really becomes important but having it listed in Policies and procedures is certainly a first step. Okay If is any other Oh Mary asks here does the news the archives have a Facebook page and the answer to that is yes we do Yes, and we’d love you to follow us and like all our posts. I was actually thinking about that as to what our What retention category might that fall under because I don’t have an answer arm But we typically post announcements about our training and we typically posts sort of little informational blurbs about our historical records and our archival holdings as well as announcements of when we’re going to be open or closed for holidays and I didn’t think too hard or too long about what that retention period is but I am curious to Go talk to our social media team as to whether we have actually thought about their attention implications of what we’re posting And Mary also asks, how do you find the New York State Archives? Facebook page. Well, you could just go to a textbook I’m doing it right now and type in New York State Archives and Lo and behold we pop right up and there is that blue and blue check mark? Next to the name It’s indicated that we are an official organization or we are who we say we are but Sure, how we do that? I was going to mention I happen to be on the social media team here at the archives And we do meet on a monthly basis to talk about what we’re going to post and we talk about the statistics of our Social media you know participation people following along that kind of a thing so It’s mentioned. It’s just another way for us to get the word out from we’re doing here at the New York State Archives But again, I also know where what the retention Policies are on that as well. So do as we say not as we do, right? I’m sure you know people are interested we could get you an answer. I said some of the Technical workings of what’s involved in maintaining a social media presence But we’d have to get more information on ourselves Let’s see questions And Tom also asks how we archive our Facebook posts I Get any comment on that Dennis. I’m not aware I I probably should have asked the question of our we have an electronic records unit that is responsible for Capturing State agency websites. I don’t believe we have gone into the whole archiving social media content it might be a policy where we look to the websites as the official copy of record and we I would hope this is our approach is that we view any social media as simply Republishing, you know as a secondary or duplicate Conduit to communicate that information but it’s not the primary one and that I think is Something really important to keep in mind when you think about social media and records management if you’re simply Duplicating information that is held elsewhere your records management Responsibilities are much less when it influences the social media version because obviously your official copy of record is held somewhere else and that’s where your Retention and management efforts should be focused I confirm Dennis’s comment. So that is the case. We we are not You know the purpose of our social media pages presence is not the prime not there to retain information of the primary source of retention for that information, so it’s just a communications piece really Ok, let’s see if there’s any other Approaching a about eleven o’clock and when we come to a pumpkin And I think we have time for just one more question which we have from from Alice here She said if a post is made public and it starts a negative or controversial discussion. Do you recommend carrying out the conversation on Facebook? Encouraging a private call to the governing office. I I think well two key thoughts come to mind one That’s where again good policies and procedures that can account for that because Twitter Wars or Intense Heated exchanges are common on social media So how you intend to handle that when it occurs if you lay those steps out, we’ll we’ll give you that That guidance and that task to follow I said, I think one of the tricky issues again not a lawyer that you need to keep in mind is whether or not there are First Amendment issues, I don’t personally think Government is obligated to provide a Soapbox, but if we do we have to make sure that we treat Everyone fairly and that’s why we’re unacceptable. Use policies are helpful in cutting off Discussion or comments that are completely inappropriate in your case of like steering them towards like a face-to-face meeting I think that’s probably a good way to de-escalate the issue it’s a little bit less about social media and records management and more about Constituent services and and your sort of public engagement strategy, but Obviously if you are posting content that is creating an emotional response Good or bad, you know? allowing Individuals to have a face-to-face interaction if appropriate I Can see being a useful strategy it’s you know similar to I would imagine having the public show up at An oversight board meeting or something like that Okay, everyone, thanks for all your questions and comments it’s all that we have left for today and At this point in time. Um, I Will turn it over to Dennis for uh for a goodbye. Ah Well, that’s all I’ve got guys. Thanks for showing up I appreciate the questions and hopefully we will see you back again in our next winter webinar in About a week from now. I believe it’d be two weeks on the 26th. Okay. Excellent. Thanks everybody You

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