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Becoming Social - Social media records management

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Craig Thomler
Craig Thomler

Presentation to the 5th Annual Records and Information Officers Forum on Thursday 20 February 2014.

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Becoming social National Records and Information Officers’ Forum 20 February 2014 Craig Thomler Gov 2.0 Advocate Managing Director Delib Australia
Hi, I’m Craig
Should government become social?
Australian Government versus ASX 200 Use at least one social media channel 90% 82% Australian Government agencies 78% ASX 200 companies Sources: BRR Services Social Media Report, eGovAU blog Federal politicians
Very, very social… • 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 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
1800 1810 1820 1830 1840 1850 1860 1870 1880 1890 1900 1910 1920 1930 1940 1950 1960 1970 1980 1990 2000 2010 2020 2030 2040 2050 The risk of the digital dark age… Retained records over time…
Data & records are already disappearing Study of accessibility of science data– looking at data 1991-2011 found 17% lost per year… Since 2011: Estimated that 11% of records related to Egyptian revolution have been lost
Record keeping in context for digital & social strategies
The context for digital & social strategy Branch/ Team Engagement/ project practice Whole of agency Guidance and training Strategy and framework Social media policy Agency instructions and policies Whole of Governmen t Government policies and guidelines Legislation and international agreements
The context for digital & social strategy Branch/ Team Engagement/ project practice Whole of agency Guidance and training Strategy and framework Social media policy Recordkeeping Agency instructions and policies Whole of Governmen t Government policies and guidelines Legislation and international agreements
Record keeping and social media strategy It should be considered in every engagement Communications Plan Records Mgmt Content Strategy Social Media Strategy
So what should a good digital strategy involve? • Context • Goals (why) • Audience (who) • Methodology (how) Record mgmt • Tools (what) • Guidelines (community, moderation, triage) • Content plan (when)
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 true In 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 true Depends 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 true You 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 and Facebook a global profiling tool
CLASSIFIED
Thanks Craig Thomler craig@delib.net @CraigThomler http://eGovAU.blogspot.com www.delib.net/australia/ @Delibaunz

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Becoming Social - Social media records management

  • 1. Becoming social National Records and Information Officers’ Forum 20 February 2014 Craig Thomler Gov 2.0 Advocate Managing Director Delib Australia
  • 4.
  • 5. Australian Government versus ASX 200 Use at least one social media channel 90% 82% Australian Government agencies 78% ASX 200 companies Sources: BRR Services Social Media Report, eGovAU blog Federal politicians
  • 6. Very, very social… • 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 Source: eGovAU blog
  • 7. And growing more social each day… Source: eGovAU blog
  • 8. You can even find the best tweets… View top fifty government tweets daily at: oztweets.measuredvoice.com
  • 10. Data & records are already disappearing Study of accessibility of science data– looking at data 1991-2011 found 17% lost per year… Since 2011: Estimated that 11% of records related to Egyptian revolution have been lost
  • 11. Record keeping in context for digital & social strategies
  • 12. The context for digital & social strategy Branch/ Team Engagement/ project practice Whole of agency Guidance and training Strategy and framework Social media policy Agency instructions and policies Whole of Governmen t Government policies and guidelines Legislation and international agreements
  • 13. The context for digital & social strategy Branch/ Team Engagement/ project practice Whole of agency Guidance and training Strategy and framework Social media policy Recordkeeping Agency instructions and policies Whole of Governmen t Government policies and guidelines Legislation and international agreements
  • 14. Record keeping and social media strategy It should be considered in every engagement Communications Plan Records Mgmt Content Strategy Social Media Strategy
  • 15. So what should a good digital strategy involve? • Context • Goals (why) • Audience (who) • Methodology (how) Record mgmt • Tools (what) • Guidelines (community, moderation, triage) • Content plan (when)
  • 16. Integrate record mgmt into social strategy Social Media Planner smplanner.com
  • 17. Archiving issues with social media • Collection • Retention • Discovery • Context
  • 19. It is hard to capture and retain social media comments
  • 21. Agencies lose copyright over content published on social media
  • 22. Largely not true In 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.
  • 23. All social media comments by agencies must be recorded & retained
  • 24. Not true Depends 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!
  • 25. An agency has no right to retain and reuse social media content from others
  • 26. Partially true You 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).
  • 27. We don’t need to tell people we may retain a copy of their comments
  • 28. 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.
  • 29. Mark Zuckerberg is a CIA operative and Facebook a global profiling tool