Download A Record Management Perspective on Social Media Policies

An RM Perspective on Social
Media Policies
Priscilla Emery, ECM Scope
Objectives
• Have a solid understanding of the nature of social
networking sites and the pros and cons of using
them in your business.
• Be able to make a more informed decision about
how to manage the use of social networking
within your organization and provide senior
management with the guidance they need from a
records manager s perspective.
• Understand what a social media policy is and
what elements need to be included in it.
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What is Social Networking?
• Social networking is the practice of
expanding the number of one's
business and/or social contacts by
making connections through
individuals.
• Using the Internet to promote such
connections is only now being fully
recognized and exploited, through
Web-based groups established for
that purpose.
• Based on the six degrees of separation
concept
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Examples
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U.S. Unique Visitors, April 2012
Unique Visitors
(in millions)
Facebook
845.0
Pinterest
17.8
Twitter
39.99
Source: Compete, Inc., as cited in company blog, June 15, 2012
Real Business Applications and Benefits
•
•
•
•
•
•
Knowledge Sharing and Management
Marketing Initiatives
Project Management
Digital Asset Management and Resource Sharing
Reduction of Paperwork
Reduced Travel for Collaborative Work and
Projects
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Why is This an Important Issue for Records Managers?
• Do these tools create
records?
• How do we manage the
records these tools
create?
• Are they discoverable?
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Social Media and Retention Issues
•Here’s one perspective
Roll The Tape
Source: AIIM International
How Can You Manage This Phenomenon?
• You could say NO!
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But this is what you’d get
Example: Florida Judges and Lawyers
• Cannot “friend” on Facebook
• But does not necessarily stop
“Friend” behavior.
• Can you say “iPhone” or
“Blackberry”
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Let’s Look At Some Examples
• NYS Social Media Policy
• Texas Social Media Policy.pdf
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Social Media Enhances Business Activity…
• And it’s free
• You should set policies, and make everyone understand the
implications of use.
• You should ensure that company social media pages are
preserved in their native format, with the ability to replay as
if they were live.
▫ Video
▫ Links
▫ Flash, et al
• Simple screenshots are not accepted in regulatory situations.
• You must be able to prove the exact content of your social
media pages from any given date.
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Monitor the Use of the Tools
• Any tool used on business time on a business
computer is subject to monitoring and review.
• According to Gartner 60% of firms will have
programs in place to monitor social media
accounts, including Facebook, Twitter, YouTube,
and LinkedIn, for security breaches and data
leaks.
• But don’t cross the line: If a manager views a
public and open Facebook profile to determine
the sexuality or marital status of an employee that
would violate employment privacy and equal
opportunity laws
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Remember to Educate on Security and
Privacy
• These tools all have
security and privacy
settings.
• Teach people how to use
them.
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Challenges
• Declaration: What is a social media record? Social Media content is difficult to
define as a record. Agencies are still grappling with records management for email,
much less wikis and blogs. Social media content that is record material must be
identified as such by system users if there is no automation support for records
identification (largely absent from current social media applications). Social media
systems do not generally lend themselves to handling system content as business
records that may require separate handling and application of business rules.
• Social Media Capture : Much of social media content is in the public domain and,
therefore, not under control of an agency or company causing difficulty in capturing
content.
• Social Media Metadata : Applying metadata to tag social media content for retrieval
is difficult. Many agencies are using manual methods of adding metadata for social
media content.
• Social Media Scheduling/ Disposition: Lack of control of the content makes
scheduling and disposition of records difficult.
• Staffing and Education: Education is needed to implement a successful social media
records policy.
Source: Best Practices Study of Social Media Policies, ACT C&T SIG, March 2011
Look to Best Practices
• Develop communications between social media team and records
management: An active team should include RM staff, web managers,
social media managers, IT staff, and perhaps other relevant stakeholders
is needed.
• Develop social media policies making use of resources for help:
Organizations use multiple information resources when creating policy
and implementing processes that model best practices in the use of social
media with respect to recordkeeping.
• Define roles and responsibilities: A cross-organizational unit whose
primary role is to aid in understanding and guiding agencies or
companies in the use of social media and records implications must
include identification of roles and responsibilities.
• Implement records management for social media as part of ECM: An
ECM system (ECMS) for records management should include social
media and should have requirements for capturing, tagging with
metadata, and scheduling the content.
Source: Best Practices Study of Social Media Policies, ACT C&T SIG, March 2011
Keep on the Lookout for New Features in ERM
• ERM software vendors
are adding support for
social networking
features - slowly.
• Have you upgraded
your ERM software
lately???.
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Questions from the Audience
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