1 From the File Room to Facebook: Best Practices and Standards for Managing Social Media Records Chad Doran, CRM Chief Records Management Officer Arlington County Government

Learning Objectives –Upon completion of this session, participants will be able to: Understand recent uses of social media in business, government, and society. Identify published standards, reports, and guidance for managing Web 2.0 content as records. Implement practical strategies for managing social media records within organizations. 2

3 Top Social Media Moments of 2012 CDC's zombie post on the Public Health Matters Blog

4 Top Social Media Moments of 2012 Pope Benedicts first Tweet on Twitter

Top Social Media Moments of NASA's Mars Curiosity uses FourSquare Tips – first check-in on Mars

6 President Obama answers citizen questions using Google+ Hangout Top Social Media Moments of 2012

7 Interaction between Oreo and AMC Theatres on Twitter Top Social Media Moments of 2012

Social Media Tools are Creating Federal Records! NASA used Twitter to broadcast that that the spacecraft Mars Phoenix had discovered water on Mars. TSAs Evolution of Security blog was used to provide travelers with useful tips and clarification regarding controversial incidents involving airport security The Library of Congress uses Flickr as a repository for over 3,000 public-domain, copyright-free photos so that all citizens may access and catalogue the content 8

Standards Implications of web-based collaborative technologies in records management (ARMA International, 2011) –ARMA/ANSI International Standard –Applicable to various organizational environments (public and private) –Provides requirements and best practice recommendations related to policies, procedures, and processes for an organizations use of Web 2.0/social media tools 9

Studies How federal agencies can effectively manage records created using new social media tools (Franks, 2011) –Identifies challenges, presents a framework, and provides recommendations for managing social media records in federal agencies Best practices study of social media records policies (ACT-IAC, 2011) –Explores and captures government best practices of retention policies for social media used to support agency missions 10

Studies New technologies, new challenges for archival science: An annotated bibliography on social media and records (Shaffer, 2012) –Identifies various resources containing information on social media and RM Governing the social network: How U.S. federal department and agency records management policies are addressing social media content (Doran, 2011) –Provides analysis of RM policies and framework for addressing social media in RM policies 11

Reports 12 A report on federal Web 2.0 use and record value (NARA, 2010) –Identifies characteristics of the information that is found in web 2.0 formats and how those characteristics affect the value of the information Social media: Federal agencies need policies and procedures for managing and protecting information they access and disseminate (GAO, 2011) –Identifies extent to which agencies have developed and implemented policies and procedures for managing and protecting information associated with the use of social media

Reports Gov 2.0 Taskforce: Project 9 report on preservation of Web 2.0 content (Australian Government Information Management Office, 2007) –Australian Government Report –Provides a framework for appraisal of Web 2.0 content, identifies emerging technologies for capture and preservation and makes recommendations on how to facilitate better use of Web 2.0 content. 13

Regulatory notice 10-06: Guidance on social networking web sites (FINRA, 2010) –Provides guidance to organizations in the financial sector on social media use and discusses recordkeeping implications Guidelines for secure use of social media by federal departments and agencies (CIO Council, 2009) –Provides guidance to U.S. federal departments and agencies on a number of technical issues related to social media (including implications for records management) 14 Guidance

Guidance NARA bulletin : Guidance on managing records in Web 2.0/Social media platforms (NARA, 2011) –Provides guidance to U.S. federal departments and agencies under the Federal Records Act Social media, web-based interactive technologies and Paperwork Reduction Act (OMB, 2010) –Provides guidance to U.S. federal departments and agencies under the Paperwork Reduction Act 15

Department of Energy Managing Social Media Records Guidance Flowchart (DOE, 2010) –Provides guidance to DOE staff members and contractors using graphical flowchart 16Guidance

Library of Virginia Records Management Tips on Social Media (LVA, 2013) –Responsibilities for managing social media records under the VA Public Records Act –Identifies tools that can be used to capture social media records Records advisory: Preliminary guidance on social media (New York State Archives, 2010) –Guidelines intended to help local governments and state agencies mitigate risks associated with the use of social media 17Guidance

Practical Strategies Review standards, studies, reports and guidance that apply to your specific organizational environment (government sector, private sector, etc.) Review your organizational polices (RM and social media policy) Ensure that organizational policies align with the recommendations in published standards, studies, reports and guidance 18

Practical Strategies Review and identify your organizational use (or planned use) of social media technologies (internal or external) Ensure that your use and management of social media technologies aligns with recommendations in published standards, studies, reports and guidance Continue to monitor changes to standards, studies, reports and guidance on an ongoing basis 19

Conclusion There are a number of resources that provide best practice guidance for the management of social media records Apply recommendations in these resources to your organizational policies and use social media technologies Continue to monitor for changes to these resources or newly published resources 20

21 Questions?