becoming social - social media records management

Becoming social

Craig ThomlerGov 2.0 Advocate

Managing DirectorDelib Australia

National Records and Information Officers’ Forum20 February 2014

Hi, I’m Craig

Should government become social?

Australian Government versus ASX 200

Use at least one social media channel

Sources: BRR Services Social Media Report, eGovAU blog

Australian Gov-ernment agencies

ASX 200 companies Federal politicians

82%78%

90%

• Over 1,200 online consultations in last four years

• Over 920 agency Twitter accounts

• Over 120 agency blogs

• Over 250 Facebook pages

• Over 300 agency mobile apps

• Over 200 agency YouTube channels

• At least 15 open data competitions

• At least 7 open data sites

Very, very social…

Source: eGovAU blog

And growing more social each day…

Source: eGovAU blog

You can even find the best tweets…

View top fifty government tweets daily at: oztweets.measuredvoice.com

The risk of the digital dark age…

1800

1820

1840

1860

1880

1900

1920

1940

1960

1980

2000

2020

2040

Retained records over time…

Since 2011: Estimated that 11% of records related to Egyptian revolution have been lost

Data & records are already disappearing

Study of accessibility of science data– looking at data 1991-2011 found 17% lost per year…

Record keeping in context for digital & social strategies

The context for digital & social strategy

Engagement/project practice

Guidance and training

Strategy and framework

Social media policy

Agency instructions and policies

Government policies and guidelines

Legislation and international agreements

Whole of

agency

Branch/

Team

Whole of Governme

nt

The context for digital & social strategy

Engagement/project practice

Guidance and training

Strategy and framework

Social media policy

Agency instructions and policies

Government policies and guidelines

Legislation and international agreements

Whole of

agency

Branch/

Team

Whole of Governme

nt

Recordkeeping

Record keeping and social media strategy

Communications Plan Content

Strategy

Social Media

Strategy

Records Mgmt

It should be consideredin every engagement

So what should a good digital strategy involve?

• Context

• Goals (why)

• Audience (who)

• Methodology (how)

• Tools (what)

• Guidelines (community, moderation, triage)

• Content plan (when)

Record mgmt

Integrate record mgmt into social strategy

Social Media Planner smplanner.com

Archiving issues with social media

• Collection

• Retention

• Discovery

• Context

MYTHBUSTERS

It is hard to capture and retain social media comments

Not true

Agencies lose copyright over content published on social media

Largely not trueIn most cases copyright is retained by the content owner (agency or individual).

Generally the social media service simply has a right to distribute and publish your content, necessary for use of the service.

However read the terms of use – different services may take different rights over content.

All social media comments by agencies must be recorded & retained

Not trueDepends on the content.

• If information is provided or communities asked for feedback it should be recorded.

• If you’re simply chatting, it may not need to be recorded.

However – as you can record it, it doesn’t hurt!

An agency has no right to retain and reuse social media content from others

Partially trueYou can take a copy and retain it for your own records, but can’t republish without permission.

In many consultations agencies have explicitly taken ownership over copyright of submissions.

This can be extended into social communities you operate with careful legal wording (if necessary).

We don’t need to tell people we may retain a copy of their comments

True (but poor practice)There is no legal requirement to declare if you retain a copy.

However it is good practice.

Think letter and phone calls.

Mark Zuckerberg is a CIA operative andFacebook a global profiling tool

CLASSIFIED

Thanks

Craig Thomlercraig@delib.net@CraigThomler

http://eGovAU.blogspot.com

www.delib.net/australia/@Delibaunz