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be maintained in an accessible fonnat and so that it can be produced in response to a request. Wherever possible, such sites shall clearly indicate that any articles and any other content posted or submitted for posting are subject to public disclosure. Users shall be notified that public disclosure requests must be directed to the relevant departmental public disclosure officer. Minnesota state law and relevant City of Lauderdale records retention schedules apply to social media formats and social media content as reflected in the City's record retention policy. In most cases, content • the City's social media sites is expected to be transitory, incidental • • in nature and therefore shall be retained "until read." However, any content posted that does constitute the official record will be retained according to the City of Lauderdale records retention schedule. PROCESS FOR CREATING A SOCIAL MEDIA PRESENCE Once undertaken, all social media initiatives shall comply with this •t Staff, council, and committee members responsible for maintaining social media sites must update the City Administrator regularly on changes to the site and any use that violates this policy. The City Administrator also must be kept aware of all usernames and passwords for social media accounts. Any changes to social media responsibilities or passwords must be reported to the City. Administrator in a timely manner. 1111illil ♦ PRESENCE City of Lauderdale social media websites and their associated content should focus on significant City interest areas and be organized in a manner that avoids ambiguities and/or conflicting information across the City's various communication mediums. City social media websites must comply with applicable laws, regulations and policies, as well as proper business etiquette. Social media websites are to be consistently branded in order to communicate a clear association with the City, and must contain a City -standard disclaimer. Branding should include, but is not limited to, the inclusion of the City logo, city department information (address, phone number, and hours of operation) and any other aesthetic "'look and feel" defined by the City Council Administrator • • in the future. The naming and contact conventions used for social Media websites should be City of Lauderdale specific and must not contain individual employee names. All approved social media sites will be linked with the City's official website. All City sponsored social media sites shall prominently post the Disclaimer and Comments Policy found in Appendix A. In situations where a social media site does not allow for prominent posting of the Disclaimer and Comments Policy, a link to a PDF copy of Appendix A shall be posted instead. Responding to Comments In cases where comments are accepted, the staff member responsible for the page MUST monitor the site regularly and respond in a timely manner (within 24 hours during the workweek). (Staff can set up automatic e-mail notification when someone posts a comment to a social media site.) 2