07-08-2015 Council Packet - Laserfiche WebLink

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Some information posted to social media is likely to be conversational, much like e»mail, Information, of this variety likely does not need 'to be kept unless it serves as oMctal record or government action, For example, consider a posting that announeos upooming registration for a city program and that Includes a link to the city web site where people can download the registration forth, If the oity is linking from social. media to an official government record posted on the oity website, the records retention schedule likely applies to the record itself and not the website or the soolal media outlet in which the link was posted. The communication medium doesn't change the nature of a government record. It's important that cities remember that if they keep something not required under records retention such as a transitory email or'Faoebook message that Is NOT an offlolal government record, It would still be Considered government data and probably olasslfied as public, So, to the extent a city keeps more than it is required to keep, the City may have to produoe that information, Not all information posted will be conversational, of course, Some information will be offioial In nature and, therefore, need to be maintained, An example might be taking public comment via the city's Fneobook page or Twitter account on a proposed development in the city. Considerations for cities that want an official presence In social media, Ata offlcial city presence In soolal media probably would be dedicated to communicating information only on offloial city business such as upootning oity council meetings and events, programs in the parks and recreation department, public works projects suck as road closures, and so on, The city would determine whether it wanted a centralized or decentralized soclal media strategy. Communication probably would be integrated into the oity's existing communications policies, and staff would bo assigned social media duties as part of their regular work, The people chosen officially to use social media might expect their efforts to be part of their annual performanoe review, Among other expectations, staff with soolal media responsibilities would be expected to avoid posting information or comments that are oritioal, false or disparaging, or could be damaging to the City's reputation. Staff with official responsibility for soolal media might include the top appointed of'fiioial in a smaller city or a communications staff person in a larger city, or even multiple department heads and line staff, Access to social media sites through city technology and during regular work hours would be approved, and may even be considered from personal technology so that timely postings to soolal • Read about Issues related to managing electronic records and data practices; MatlgOamtraaliigstrgnig &mak l>tiiz ° r • see These Items end more are at In the Resource Library of iltIrtibMAMOSIL Page 5of12