Copyright © AIIM | All rights reserved. #AIIM The Global Community of Information Professionals aiim.org Information Management and Social Media Jesse Wilkins, CIP, CRM, IGP AIIM International 24 April 2014

Copyright © AIIM | All rights reserved. 2  "Despite the euphoria of Internet enthusiasts and the hyped-up selling palaver of some web services providers, we remain uncertain as to the long-run substantive benefits the Internet will bring to businesses and to individual users.…until the webmeisters persuade us otherwise, we'll hang on to our CDs and floppies, along with the aperture cards and other imaging artifacts that have served our corporate and personal purposes so cost-effectively in the past."

Copyright © AIIM | All rights reserved. 3 Social everywhere  1,330+ years worth of time spent every day on Facebook.  1.1B Facebook users.  50% log in on any day.  300M photos uploaded per day.  And…  Twitter and LinkedIn and Pinterest and Google+ and Tumblr and Flickr and Instagram and Myspace(!) and Livejournal and Orkut and Yammer and blogs and millions of private social networks and

Copyright © AIIM | All rights reserved. 4 Agenda  Information governance and social media  The social media governance framework  Using social media safely and effectively

Copyright © AIIM | All rights reserved. #AIIM The Global Community of Information Professionals aiim.org Information governance and social media

Copyright © AIIM | All rights reserved. 6 Information governance defined  “…Specification of decision rights and an accountability framework to encourage desirable behavior in the valuation, creation, storage, use, archival and deletion of information.” Source: Gartner

Copyright © AIIM | All rights reserved. 7 Information governance framework  Organizational structures  Stewardship  Policy  Value creation  Data risk management & compliance  Information security & privacy  Data architecture  Data quality management  Classification & metadata  Information lifecycle management  Audit information, logging & reporting

Copyright © AIIM | All rights reserved. 8 Governance?

Copyright © AIIM | All rights reserved. 9 Governance!

Copyright © AIIM | All rights reserved. 10 New types of content

Copyright © AIIM | All rights reserved. 11 New devices Image source: Ted Eytan,

Copyright © AIIM | All rights reserved. 12 Consumerization of IT

Copyright © AIIM | All rights reserved. 13 Third party content creation

Copyright © AIIM | All rights reserved. 14 Third party hosting

Copyright © AIIM | All rights reserved. 15 Professional vs. personal  Devices  Accounts  Services

Copyright © AIIM | All rights reserved. #AIIM The Global Community of Information Professionals aiim.org The social media governance framework

Copyright © AIIM | All rights reserved. 17 Prohibition is not realistic

Copyright © AIIM | All rights reserved. 18 “A new class of company is emerging—one that uses collaborative Web 2.0 technologies intensively to connect the internal efforts of employees and to extend the organization’s reach to customers, partners, and suppliers. We call this new kind of company the networked enterprise.”

Copyright © AIIM | All rights reserved. 19 Why a governance framework?  Ensures that employees know what is expected of them  Provides guidelines for being more effective  Reduces risk of someone posting inappropriate content  Addresses legal and operational concerns

Copyright © AIIM | All rights reserved. 20 The governance framework  Management  Strategic roles and responsibilities  Organization  Groups and structures required to manage information  Policy and procedures  Processes and standards for managing information

Copyright © AIIM | All rights reserved. 21 Roles and responsibilities  IT  Legal  HR  Communications  RM  Etc.

Copyright © AIIM | All rights reserved. 22 Check the service level agreements

Copyright © AIIM | All rights reserved. 23 The social media policy  Social content is just another form of content  Policy should provide a framework applicable to most or all social media tools – and to other content/communication-related technologies as well  DON’T write a Facebook policy, a Twitter policy, etc.

Copyright © AIIM | All rights reserved. 24 Identify security issues  Security  Privacy and confidentiality  Intellectual property  Other sensitive topics or resources

Copyright © AIIM | All rights reserved. 25 What to keep?  Determine whether social media content needs to be kept:  Is it legally required?  Is it business-related?  Does it add value?  Is it unique?

Copyright © AIIM | All rights reserved. 26 How should it be kept?  In the native service  Snapshots  Archived periodically  Archived/captured on the fly  In bulk  By keyword/account  Captured prior to publication  Review

Copyright © AIIM | All rights reserved. 27 Social media migration  Between services  When a service shuts down

Copyright © AIIM | All rights reserved. #AIIM The Global Community of Information Professionals aiim.org Using Social Media Safely and Effectively

Copyright © AIIM | All rights reserved. 29 Figure out where you are

Copyright © AIIM | All rights reserved. 30 Develop a plan

Copyright © AIIM | All rights reserved. 31 Apply, extrapolate, create

Copyright © AIIM | All rights reserved. 32 Training, training, training

Copyright © AIIM | All rights reserved. 33 Consider enterprise versions

Copyright © AIIM | All rights reserved. 34 Implement a compliance solution And many others

Copyright © AIIM | All rights reserved. 35 Questions?

Copyright © AIIM | All rights reserved. 36 For more information Jesse Wilkins, CIP, CRM, IGP Director, Research and Development AIIM International +1 (720) direct