"Like" this Tweet? Social Media and Records Management A presentation to the Cleveland Chapter of the Association of Records Managers and Administrators by Ray Johnson January 14, 2014

Introduction

Agenda  My Experiences in the Military  Why Social Media Matters  The Challenges of Social Media  The Need for Social Media Records Keeping  Industry Guidance and Real World Examples  E-Discovery and the Impact Across Industries  Recommended Ways Ahead  Conclusion/Resources/Questions

My Experiences in the Military  The Good – Suicide Prevention  The Bad – 3 rd Battalion, 2d Marines Urination Video

Why Social Media Matters  100% - US MilitaryUS Military  85% - Fortune 100  82 % - Fortune Global 100  73% - Adults use social networking  71% - Financial Advisors  67% - Twitter influences  53% - Facebook users  27% - online time

Why Social Media Matters (because it’s Media)  Tastemakers, Participation, and Unexpectedness  The Five C’s (Logos Institute)  Conflict – Feuds, disagreements  Contradiction – Defy expectations, reversal of fortunes  Controversy  Colorful Language – clear language in active voice  Cast of Characters – Hero, villain, victim

The Challenges of Social Media  Social media is dynamic, real-time, and interactive  Social media content exists entirely outside of the organization’s IT infrastructure. This lack of control of content makes scheduling and disposition of records difficult.  Social media data formats are non-standardized.  Applying metadata to tag social media content for retrieval is difficult. Currently, most agencies use manual methods of adding metadata for social media content.

The Need for Social Media Records Keeping  Regulatory compliance  FINRA Reg Notice FINRA Reg Notice  Adherence to state and federal laws  Legal risk and exposures  Lawsuits on a Rise Lawsuits on a Rise  The Plain Dealer, April 2013 The Plain Dealer, April 2013  Cost of e-discovery

Industry Guidance and Real World Examples  Compliance in Financial Services  LPL Financial LPL Financial  Facebook PostPost  Public Records Management in Government  Texas Texas  Public Companies and Other Regulated Industries  HIPAA HIPAA

E-Discovery and the Impact Across Industries  Federal Rules of Civil Procedure Rule 26 Federal Rules of Civil Procedure Rule 26  Applied Research Survey Applied Research Survey  Avg Litigation Cost = $650K  37% worried SM increases litigation exposure  94% of legal counsels found e-discovery frustrating  Lester v. Allied Concrete Co. Lester v. Allied Concrete Co.  $700K fine for spoliation

Recommended Ways Ahead  Set a Written Policy  University of Colorado Guidelines University of Colorado Guidelines  Consult your IT department  Vendor Solutions  Archive Social Archive Social  North Carolina State Government North Carolina State Government  Page Freezer Page Freezer  Archive-It Archive-It

Conclusion/Resources/Questions  A Records and Information Management Guide to Social Media A Records and Information Management Guide to Social Media  Ohio Electronic Records Committee – Social Media: The Records Management Challenge Ohio Electronic Records Committee – Social Media: The Records Management Challenge  NARA Bulletin : Guidance on Managing Social Media Records NARA Bulletin : Guidance on Managing Social Media Records  Social Media: The Next Generation of Archiving Social Media: The Next Generation of Archiving  Iron Mountain Articles Iron Mountain Articles

Thank You !!