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ITS 833 – INFORMATION

GOVERNANCE

Chapter 13 Information Governance for Social Media

CHAPTER GOALS AND OBJECTIVES

 Be able to discuss uses of social medial for

business and government

 What is Web 2.0? How is it different?

 What are some categories of social media platforms? Examples of each

 Give examples of tools used to archive social

media

 What is the difference between static and dynamic social media content

 Legally what is required with regard to the capture, storage and archival of social medial content by an organization?

 What are the rules for record retention of social media records?

 What are the record retention guidelines for social media records?

 What is enterprise social media?

 What is the difference between an inward vs. outward facing social media site?

 What are the ways in which social media is the same and is different from things like e- mail and IM?

 What are the advantages and risks of social media in the organization?

 List key social medial guidelines that all organizations should follow regardless of industry

 What is meant by spoliation of evidence?

 Give an overview of the best practices that are evolving for social media records

Uses for Social Media in the Public and Private Sector

Corporate Use:

Create visible branding

Strengthen relations with customers

Attract new customers

Highlight and advertise their products and services

Collect information used in decision making

Government Use:

Consult with and engage citizens

Provide services

Keep pace with fast moving events

Facilitate communication and collaboration

Improve Employee Engagement

Boost productivity and Efficiency

ALTERNATIVES FOR BUSINESS AND GOVERNMENT

Internal Social Media:

Helps employees collaborate and communicate more effectively and efficiently

WEB 2.0 What is it?

 2nd Generation WWW. Uses new technology to allow consumers to participate, collaborate and share information online

 Characterizes the change from passive web sites to interactive web sites.

 Wikis

 Blogs

 Podcasts

 Outward facing public Web vs. Inward facing Web

SOCIAL MEDIA PLATFORMS

Content management

 Web Publishing-Platforms for creating, publishing and reuse content

 Microblogs

 Blogs

 Wikis

 Mashups

 Social Networking – Platforms for interactions and collaboration between users

 Tools (Face book Linked-in)

 Social Bookmarks

 Virtual World

 Crowdsourcing

 File Sharing/Storage – Platform for file sharing and host content storage

 Photo Library

 Storage

SOCIAL MEDIA IN ENTERPRISE

 Outward Facing, consumer based social media is still the most popular used in enterprises today

 Business is “torn” or in a quandary as to how to use it to its fullest while

focusing on security

Enterprise Social Networking

 Options are becoming available that includes social-media like software for the private network

 Need to develop metrics

Advantages of Enterprise Social Media

 Being able to store large document in cloud saves assets

 Better customer relations and customer service

 Better able to recruit and retain high quality employees

Social Media V. E-Mail and IM

Similar - All share the same function – shared content, communications and collaboration

Different – Reliance on in-house implementation i.e. more control – Better adaptation to specific needs

Difference – Platform where they lie – Less IG and records management problems

Difference – Policies and protocols are required to be reviewed and changed more often

Difference – Content sharing as endorsements or rejections (retweets, likes, etc)

RISKS OF SOCIAL MEDIA

 Users are unsure of the results of their actions – that is, employees may be exposing information that is not meant for public consumption

 Organizations are powerless to control use of social media by employees

 Lack of social media policy

 Employee threats – both accidental and intentional

 More far reaching impact of negative employee conduct

LEGAL RISKS OF SOCIAL MEDIA POSTS

Exposure to liability is massive –In 2013 there was over 558 million active twitter users and over 58 million posts per day.

Create specific policies on when, where, from what account, and whom can post on behalf of the organization

Create a specific policy with regard to what kids of things an employees can do on the company’s behalf. What topics are they required to stay away from

Create a records management policy for social medial posts

ARCHIVAL OF SOCIAL MEDIA - Required if used by the Organization

Jolicloud – file system approach (Facebook, Twitter, Instagam)

Slurps

Jolidrive – Ability to edit

SocialFolder – ability to save on your computer

TwInbox –MS Outlook plugin that archives Twitter

TweetTake – Archives Tweets

CONVERSION TO PDF

PDF995

PrimoPDF

Nuance Software

SOLUTIONS FOR LINKEDIN

PUBLIC SOLUTIONS for FaceBook

Facebook page settings

Plug-in for Foxfire browser

ArchiveFacebook – to your hard drive

SocialSafe (small fee)

PageFreezer (small fee)

Wayback Machine (small fee)

SocialSafe (small fee)

PageFreezer (small fee)

Wayback Machine (small fee)

IG CONSIDERATIONS FOR SOCIAL MEDIA

Social Media Policy Guidelines

Customized for your organization

Look at standards and policies in other organizations in your industry

Expansive policies

Operational Guidelines

Boundaries for use

Consequences for Violations

New Evolving Best Practices for Social Media Governance

Industry Specific considerations

Use cross section of functional

units to develop policy

Key Social Media Policy Guidelines

Specify who has authority to create social media accounts for organization

Specifies who can speak on behalf of the organization

Describes the negative impact of poorly considered posts

Draws clear distinction between personal and business use of social media

Specifies whether personal access is allowed on company site and if so what type

Underscores that employees DO NOT have a reasonable expectation of privacy

Clearly states what is allowed on organization’s behalf and what is forbidden

Instructs to always avoid engaging in company confidential and controversial conversations

Encourages/requires employees to include standard disclaimer that their view is not shared by organization

Forbids use of profanity and encourages use of professional business tone

Outlines clear punishment and negative actions for violating policy

Draws clear rules about the use of the company’s name and/or its logo

RECORDS MANAGEMENT AND LITIGATION CONCERNS

REMEMBER! Legal requirements trumps all other concerns

U.S. Corporations are required to preserve social media including its metadata and associated linked content, FRCP 34

Not all social media posts are “records”.

All social media posts are electronically stored information

Social media posts are ALL discoverable

Must have legally defensible records

retention policy in place

Must store metadata, hyperlinks, and the external content – in its native form

Preserve post, metadata, hyperlink and external native data in real time

Use Application Programming Interfaces (APIs) to capture the contents in real time

Static (example, Facebook Profile) and Dynamic social media content (example, Facebook “like”– Capture dynamic in real time

All social media posts that meets record status should be moved to a repository in an electronic records management system application

Rules for Electronic Records

Management should be applied

ERM SYSTEM RULES TO APPLY TO SOCIAL MEDIA RECORDS THAT QUALIFY AS A RECORD

Mark it as read-on

Protect it from tampering

File it against organization’s taxonomy for categorization

Mark record as vital record

Assign disposal rules to record

Freeze or unfreeze disposal rule for the record

Apply access and security controls to the record

Execute disposal processing (an administrative function)

Maintain organizational/historical metadata

Provide a history/audit trail

RECORD RETENTION GUIDELINES FOR SOCIAL MEDIA RECORDS

Make Record Threashold determination- Look at content. Is it a record by your own organizational definition of a record?

Apply existing Records Retention Schedules if they apply-inIf you already have a records retention schedule for similar records (example, e-mail) apply the same schedule unless there is a legal reason not to.

Apply basic content management principles-focus on capturing all related content for the post including associated conversation threads and metadata for context and for legal discovery

Risk avoidance in content creation – Emphasize to employees that if they put it out there it may be discoverable, and at the end of its life it is nearly impossible to completely destroy all evidence of it.

BEST PRACTICES FOR MANAGING SOCIAL MEDIA RECORDS

Identify social media records during the social media planning stage – If someone in the organization is proposing a new initiative complete forms to indicate if new records are created

Promote cross-functional communications – Include representatives from different

functional areas

Require consultation in policy development – Get feedback from stakeholders

Establish clear rules and responsibilities-make sure everyone knows the expectations, what is expected of each user, their responsibilities and establish who is accountable to whom

Utilize content management principles-management of content should be a part of the ECM software implementation

Implement RM Functionality-make sure ECM or RM software includes a function to enable records retention, disposition, legal holds and release of legal holds

BEST PRACTICES FOR MANAGING SOCIAL MEDIA

RECORDS…continued

Control the content- have a monitoring mechanism in place to manage content before it gets published to the Web

Capture Content in real time-can more easily prove it is authentic from a legal perspective

Champion search capabilities-The technology that captures and preserves the content and metadata must have the capability to search

Train!!!!- You must train users and make sure they are aware of the implications of social medial posting

The End