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8/28/2019 Managing Social Media Records Managing Social Media Records For State Agencies and Local Governments in Texas For State Agencies and Local Governments in Texas 1 Welcome to the Webinar Welcome to the Webinar To hide or unhide your Control Panel To hide or unhide your Control Panel  Click the red arrow at the top left of the panel.  Click the red arrow at the top left of the panel. Trouble hearing with headset or computer speakers? Trouble hearing with headset or computer speakers?  Click the Audio Setup link in the Audio Pane for source  Click the Audio Setup link in the Audio Pane for source selection and/or adjust the volume settings on your speakers selection and/or adjust the volume settings on your speakers or computer. or computer. Have a question or a comment? Have a question or a comment?  Type in the blank box in the Questions Pane  Type in the blank box in the Questions Pane  Click “Send”.  Click “Send”. 2 Certificate of Completion Certificate of Completion To obtain a certificate of completion: To obtain a certificate of completion:  Go to the online course: http://bit.ly/slrmwebinars  Go to the online course: http://bit.ly/slrmwebinars  Download certificate template.  Download certificate template.  Fill out and save or print your certificate.  Fill out and save or print your certificate. HELP: Email us at slrminfo@tsl.texas.gov HELP: Email us at slrminfo@tsl.texas.gov An archived recording and all supplemental materials will be An archived recording and all supplemental materials will be available at the link above (http://bit.ly/slrmwebinars) available at the link above (http://bit.ly/slrmwebinars) 3 1

8/28/2019 Before We Dive In… Before We Dive In… Assumptions Assumptions  Decision was made to use social media.  Your organization is already actively or passively creating social media records.  Content will be or is already being created and published. 4 Agenda Agenda  Definitions & Identifying Records  Definitions & Identifying Records  Challenges  Challenges  Capture and Storage  Capture and Storage  Retention and Disposition  Retention and Disposition  Policy Considerations  Policy Considerations  Resources: Links and supplemental materials for  Resources: Links and supplemental materials for further guidance further guidance 5 Definitions Definitions & & Identifying Identifying Records Records 6 2

8/28/2019 What is a government record? What is a government record?  Documenting the transaction of public business  Documenting the transaction of public business  Created or received by or on behalf of a  Created or received by or on behalf of a governmental body governmental body  Recorded information in any medium  Recorded information in any medium Local Governments – Bulletin D State Agencies – Bulletin 4 7 What is public information? What is public information?  “The general forms in which the media containing public  “The general forms in which the media containing public information exist include a book, paper, letter, document, e- information exist include a book, paper, letter, document, e- mail, Internet posting , text message, instant message, other mail, Internet posting , text message, instant message, other electronic communication, printout, photograph, film, tape, electronic communication, printout, photograph, film, tape, microfiche, microfilm, photostat, sound recording, map, and microfiche, microfilm, photostat, sound recording, map, and drawing and a voice, data, or video representation held in drawing and a voice, data, or video representation held in computer memory.” - Gov Code, § 552.002 computer memory.” - Gov Code, § 552.002 http://www.texasattorneygeneral.gov 8 What is a Social Media Record? What is a Social Media Record?  Social Media : forms of electronic  Social Media : forms of electronic communication through which communication through which users create online communities users create online communities to share information, ideas, to share information, ideas, personal messages, and other personal messages, and other content. content.  Social Media Tool : a software  Social Media Tool : a software system or service provided via the system or service provided via the Internet used to communicate and Internet used to communicate and share information between share information between people. people. 9 3

8/28/2019 Social Media Record Examples Social Media Record Examples 10 What is Social Media What is Social Media Metadata? Metadata? Social Media Record Date or Time Tags or IP Address User ID Stamp Categories #Hashtags Geotags 11 Capture Capture & Storage & Storage 12 4

8/28/2019 Challenges of Capturing Social Media Challenges of Capturing Social Media Capture all content Some social media records with associated will be easier than others metadata as the to capture complete record o Records can be updated frequently o Content located on multiple platforms o Collaborative creation of records 13 Strategies for Capture Strategies for Capture 1 2 3 Rely on staff to save Use software or Use software or Contract with a social externally posted browser add-ons to browser add-ons to media or backup records into a capture and store capture and store provider and form repository that can be content or take content or take Service Level managed internally. screenshots of record screenshots of record Agreements to ensure content. content. that the records are •Copy and paste social accessible. media posts into word • • getgreenshot.org getgreenshot.org processor app. • • webrecorder.io webrecorder.io •Save as un-editable PDF . 4 Automated Web Archiving Software 14 Strategies for Capture: Strategies for Capture: Web Archiving Software Web Archiving Software http://www.archive-it.org https://archivesocial.com https://www.smarsh.com 15 5

8/28/2019 16 Retention Retention & & Disposition Disposition 17 Retention Retention No one-size-fits-all schedule. and and Disposition Disposition Determining what electronic information is valuable enough to merit Challenges Challenges the cost of maintaining it long-term. Allocating the cost of managing social media into government budgets, which are already stretched thin. Designating roles and responsibilities for reviewing records to determine retention and disposition. 18 6

8/28/2019 Common Record Series Common Record Series Record Record Title Record Retention Remarks Number Description Period Local: GR1000-33 Public News, press 2 Years Retention Note: State: 1.1.019 releases, or any Review before Relations public relations disposal; some files maintained or records may merit Records issued by an PERMANENT agency. Includes retention for print, electronic, historical reasons. audio, and audiovisual records. Local: GR1000-04 Open Meeting 2 Years Notices Local: GR1050-13 Employment Internal or 2 Years 29 CFR 1602.31, external 1602.40, State: 3.1.012 Ads announcements or and 1602.49 advertisements of job openings, promotions, training programs, or opportunities for overtime. 19 Common Record Series Common Record Series Record Record Title Record Retention Remarks Number Description Period Local: GR1000-04 Complaints Complaints Resolution or Retention Note: The received from the 2-year retention State: 1.1.006 dismissal of public by a period applies only to governing body or complaints of a complaint + any officer or general nature that employee of a 2 years. do not fall into a local government different category of relating to complaint noted in government policy. this or other commission schedules. Local: GR1000-47 Customer Surveys returned Local: by the customers State: 1.1.038 Report + 3 Surveys or clients of an Years agency, and the statistical data maintained rating State: an agency's After Final performance. Disposition of Summary Report 20 Common Record Series Common Record Series Record Record Title Record Retention Remarks Number Description Period Local: GR1000-26b General Incoming/outgoin 2 Years Retention Note : g and internal Records management State: 1.1.008 Correspondence correspondence officers should use pertaining to the caution before regular disposal of these operation of the records to ensure the policies, records should not be programs, classified under services, administrative or projects of a correspondence local (GR100- government. 26a). Local: GR1000-26c Routine Correspondence AV and internal Correspondence memoranda such as letters of transmittal, requests for publications, internal meeting notices, and similar routine matters. 21 7