Social Media and Records Management Helen Trudgeon Head of Marketing & Learning Sue Hill Recruitment & TFPL 1st December 2017

Today’s Session Social Media Today The Good… The Bad… … And the Ugly Social Media Policy Dos and Don’ts Breakout Feedback & Discussion

Social Media Today What’s important What’s appropriate What can we ignore

Network Preferences by Generation Millennials SG note – many in the room will be 30s / 40s…the new millennial RMs will be an interesting group….!

Social Media Explained In summary Source: theadaptivemarketer.com

The Good… Quick, cheap way to make contact Colleagues Peers audience   Quick, cheap way to make contact Colleagues Peers audience Good marketing tool – SG comment, has been great for IRMS Public Sector Group marketing – after a slow start, now 300 followers. Build into comms plan for Records Management – way of keeping a record. Great for getting traction for campaigns Good for giving guidance to the public The Good…

The power of social media Arab Spring 2011 #Heforshe … #MeToo…

Cherry pick

The Bad… For organisations keeping track of employees’ activities for public sector organisations can cause difficulties due to the types of information they deal with – need to be beyond careful (NHS) For records managers the difficulty of keeping a record of social media conversations – record keeping Scheduled posts vs ad hoc posts (hootsuite)

More than 50 council workers were suspended in 2016 for breaking rules on the use of social media Defamation, data protection and privacy - legal risks and considerations ACAS has guidance on best practice for applying disciplinary rules to social media Derogatory comments about colleagues, management, the company http://www.acas.org.uk/index.aspx?articleid=3378

…

THINK!!!!! Insensitive email, followed by blanket apology

Everybody makes mistakes…

Apologise with grace and humour

Visuals What does it look like? The Ugly…

Great organisation, doing great things, particularly around GDPR – But visually complicated

GDPR and the right to be forgotten What is being retained from an RM point of view

Social Media Policy WHO HAS A SOCIAL MEDIA POLICY IN PLACE? Have a clear idea of: Why are you doing this? Who is your target audience? What are you saying? who are you saying it to? Internal External B2B / B2C – informed users Develop a strategy Guidelines for users Identify users SG note – key to understand a) why are we doing it and b) who are we marketing to? Social Media Policy

We use media and social media in two main ways: to promote the British Council and its services to engage directly with audiences through a range of digital and learning channels, including personal channels used in a professional capacity.  www.britishcouncil.org/organisation/transparency/policies/records-management

Final Notes

Don’t just delegate, train your staff – you are all online ambassadors    Don’t just delegate, train your staff – you are all online ambassadors

Consider your organisations’ usage of social media Encourage the groups to put their three items on the flip charts in the room. Good Bad Ugly What are you doing in terms of a social media policy? Are there areas you can improve? What are you doing in terms of records management and social media?

Thanks for listening Helen Trudgeon TFPL & Sue Hill Recruitment Helen Thanks for listening Helen Trudgeon TFPL & Sue Hill Recruitment Helen.trudgeon@tfpl.com @suehillrec @TFPL_ltd