Transcript to the PowerPoint presentation

Social Networking / Web 2.0 And
Responsibilities of Government –
Records Mgmt, Open Meeting Law
and IT Governance
Presented by:
Jerry Kirkpatrick
Arizona State Library, Archives and Public Records
Liz Hill
State Ombudsman’s Office
Matt Morales
Government Information Technology Agency (GITA)
Social Networking / Web 2.0
And Responsibilities of
Government – Records Mgmt
Presented by: Jerry Kirkpatrick
Records Management Specialist
Arizona State Library, Archives and Public Records
Records Management Division
[email protected]
Examples of Social Networking and Government
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President Obama’s Transparency and Access
Deer Valley Unified School District is now tweeting current
District news. (What records series would this be?)
City of Surprise in tweeting current City news.
State Agencies are on Facebook, MySpace.
Transportation Departments use to alert public about street
repairs / projects.
Emergency Management Departments and First Responders
use for emergency alerts.
Police Department tweets accident reports / road driving
reports.
City Council using for citizen input to City policies, future
agenda action items, etc.
“Records” — As Defined By Statute
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A.R.S. § 41-1350
... “records” means all books, papers, maps,
photographs or other documentary materials,
regardless of physical form or characteristics .
. . made or received by any governmental
agency in pursuance of law or in connection
with the transaction of public business and
preserved or appropriate for preservation by the
agency or its legitimate successor as evidence of
the organization, functions, policies, decisions,
procedures, operations or other activities of the
government, or because of the informational
and historical value contained therein.
Duties of All Public Bodies and Employees for
Retention & Preservation
Establish and maintain an active,
continuing program for the
economical and efficient management
of the public records of the agency.
ARS 41-1346(A)(1)
Records Management, As Defined by Statute
Records Management means the
creation and implementation of
systematic controls for records and
information activities from the point
where they are created or received
through final disposition or archival
retention, including distribution, use,
storage, retrieval, protection and
preservation. ARS 41-1346(D)
Think Before You Tweet…
(http://www.lib.az.us/records/)

For the Record
If it meets the definition of 41-1350, it is a record.
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SocNet is No PicNic
We are still trying to manage e-mail records.
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It’s the Content (and Intent), Stupid
The content determines the retention, not the media type.
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No Schedule, No Service
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Need to put these records on a Retention Schedule.
Think Before You Tweet…
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No Policy, No Service
Need to have a policy for SocNet from RM
perspective.
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Use of Terms
Incorporate the Terms of Use into your policy / procedures.
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Email Comments Made to SocNet
Some SocNet will allow you to have comments emailed –
use Department / Agency address.

For Once, Try NOT to be Original
Copies of information / documents are NOT records.
Think Before You Tweet…
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If you Can’t, Should You?
Statutes require public bodies to manage their records.
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Notify and Involve Information
Technology (IT)
Records Managers need the help of IT in this, as with other erecords.
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Keep It Simple
Keep to one topic at a time – for ease of Records Mgmt.
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Use a Title / Heading
Where possible (blogs) use a Heading to help with Records Mgmt.
Think Before You Tweet…
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Train, Train, Train
You can never train staff too much on e-communications & RM.
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King of the Content
Who controls the content? The retention? You should.
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If it Works, Use It
Consider having a SocNet site that tells others how to set these up.
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The Matrix
Keep a Matrix of who is using Web 2.0, by application
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Do You Copy?
Can the records you post be copied by the public? They should.
DRAFT Retention Schedule for Web 2.0 Records
(http://www.lib.az.us/records/)
Social Networking Records (including blogs,
wikis, Twitter, Facebook, MySpace and other
related applications)
1.Duplicate / Copies of Records (non-record
copy, including any content on a Web 2.0
application that is strictly a duplicate or
transitory in nature, with a record copy of
the information existing elsewhere)
- After reference value has been served
DRAFT Retention Schedule for Web 2.0 Records
2. Official Records (includes any content on a
Web 2.0 application that meets the ARS
§41-1350 definition of a record and is not a
duplicate record, transitory or retained
elsewhere)
a. Transitory materials (of limited reference
value, including general postings and
comments, general correspondence, walls,
feedback and related records)
- After reference value has been served
DRAFT Retention Schedule for Web 2.0 Records
b. Public information records (including press
releases, photographs, public service
announcements, notices of upcoming events and
other related records)
i. Non-historic - After administrative
value has been served
ii. Historic - Permanent
c. Biographic information (including “about us” and
background information)
- After superseded or obsolete
d. All others - Retain for the same period as required
for other forms of the same records series
DRAFT Retention Schedule for Web 2.0 Records
3. Format and Control Records
a. Administrative (including social networking
matrix, marketing plan, registration records,
CEO/CIO approval records, copyrighted material
documentation records, friends / fans lists and
related records, per GITA Policy requirements)
- 1 year after superseded
b. Technical (including configuration / setup files,
installation and implementation records, design
records, program operation, software related, site
logs and statistical compilations, “hits”, site maps,
comprehensive list of URLs referenced, )
- 1 year after superseded
Social Networking / Web 2.0
And Responsibilities of
Government – Open Mtg Law
Presented by: Liz Hill
Assistant Ombudsman - Public Access
State Ombudsman’s Office
[email protected]
Open Meeting Law
Policy: Public bodies must meet and
take legal action in public.
Meeting: Gathering, in person or
through technological devices, of a
quorum of a public body at which they
discuss, propose, deliberate, or take
legal action
Public Body: multimember governing
bodies and all
committees/subcommittees thereof
Basic Requirements
Notice
 Agenda
 Access to governmental
process/meeting
 Minutes
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See also Attorney General
Opinion I08-008 Re: Application
of open meeting law to meetings
of public bodies conducted online
Social sites can bump up against open meeting laws
Examples: Are these a problem?
1. City council members have Facebook
pages set to private status (e.g., can be
viewed only by certain individuals or
groups of individuals). A quorum send
private messages and comments
regarding council business (matters that
may foreseeably come before the council
for official action).
What about wall-to-wall communications?
2.
City Council members discuss council
business on the City’s Facebook page.
More examples…
3) Council members use a website blog
or message board to solicit comments
from other council members, which
results in an exchange or discussion
of council business.
4) Council members use twitter to share
information.
Social Networking / Web 2.0
And Responsibilities of
Government – IT Governance
Presented by: Matt Morales
Director of Communications and
Intergovernmental Affairs
Government Information Technology Agency
[email protected]
State Agencies reaching
out to the public…

Social Networking should be the
domain of the Public Relations officer
in your agency.
 Ability
to contact stakeholders
 Gather Information on upcoming events
 Make the agency open and accessible to
the public
Objective
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To identify proper practices and behaviors
for use of Social Networking Applications
for State Business, while protecting the
rights and privacy of its citizens and the
integrity of State.
Social Networking is to be used to drive the
next generation of web services that will
facilitate improved and targeted
communications and information sharing
between the Community/Citizen and the
State.
Key Issues

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Business/Program Marketing Plan Driven
Balance responsibility between leadership and
employee
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Managed Single Point of Control & Monitoring
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Maintenance of a Social Networking User Matrix
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Compliance with All IT Security and Privacy PSP
Tiered Social Networking
Public
Safety
WWW
Information
Sharing
Promoting
Services
Protected Social Networking
 Who
has access to Facebook and
Twitter?
Only those who would normally
speak for the Department,
Agency, Board or Commission.
Summary
Directors and their designees should
be the only users with access to social
networking.
 Social Networking should, at this time,
be only considered a new venue for
the dissemination of information.
 Press Releases, Points of Information,
Notices.
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